Executive Assistant/HR Admin

We are seeking a highly organized and proactive Executive Assistant to support the FCE Americas VP and leadership team. This role is critical to ensuring smooth day-to-day operations, effective communication, and strong administrative execution within a fast-paced, high-visibility environment.

The ideal candidate thrives in a dynamic setting, demonstrates strong attention to detail, and handles sensitive information with professionalism and discretion.

• Provide high-level administrative and coordination support to the FCE Americas VP and leadership team
• Manage complex calendars, scheduling meetings, travel, and appointments
• Handle travel arrangements and expense reporting (Concur)
• Prepare presentations (PowerPoint), including formatting and content updates
• Act as a key point of contact for internal and external stakeholders
• Maintain strict confidentiality when handling sensitive information

• Coordinate Town Hall meetings (logistics, materials, follow-ups)
• Organize leadership meetings (formal and informal)
• Prepare meeting materials, take notes, and track action items
• Manage visitor agendas and communications to ensure a professional experience

• Create, submit, and track purchase orders (Ariba)
• Manage office supplies and general administrative needs
• Oversee pool car management (registration, sales, purchases)
• Maintain shared office spaces (kitchenette, supplies, etc.)

• Assist with onboarding and exit processes (checklists, equipment collection)
• Support engagement initiatives and events planning
• Coordinate skip-level meetings with leadership team
• Maintain seating charts and support office layout improvements
• Assist with internal communications (anniversary/birthday notices, team events)
• Support audit preparation activities as needed

• Support special projects for the VP
• Uphold company values and Code of Conduct
• Perform other duties as assigned

• Degree or coursework in Business, Administration, Communications, or related field preferred

• Prior experience as an Executive Assistant or similar role required
• Experience supporting senior or executive-level leaders
• Experience with Ariba or similar procurement systems preferred

• Excellent organizational and time-management skills
• Strong written and verbal communication abilities
• Ability to manage multiple priorities in a fast-paced environment
• Proficiency in Microsoft Office (Outlook, PowerPoint, Excel, Word)
• Strong attention to detail and follow-through
• Ability to work independently and anticipate needs
• High level of professionalism and discretion
• Strong collaboration and customer-service mindset