Executive Assistant

2 weeks ago

Stockholm, Stockholm, Sweden Equinix Full time

Who are we?

Equinix is the world's digital infrastructure company, operating over 250 data centers across the globe. Digital leaders harness Equinix's trusted platform to bring together and interconnect foundational infrastructure at software speed. Equinix enables organizations to access all the right places, partners and possibilities to scale with agility, speed the launch of digital services, deliver world-class experiences and multiply their value, while supporting their sustainability goals.

A career at Equinix means you will collaborate on work that impacts the world and be surrounded by endless opportunities to learn new skills and grow in varied directions. We embrace diversity in thought and contribution and are committed to providing an equitable work environment that is foundational to our core values as a company and is vital to our success.

Executive Assistant (Country Managing Director)

Job Summary

This is a hybrid role (3 days office based).This position offers an exciting opportunity to work closely with the Managing Director and contribute to the success of the organization. If you are a proactive and organized individual with a passion to learn, we encourage you to apply.

Responsibilities

Meeting/Event Planning

  • Organize meetings, including scheduling, room reservations, and logistical arrangements
  • Support the executive in preparing presentations and other materials, ensuring accuracy and quality
  • Develop meeting agendas and ensure all necessary materials are prepared and distributed
  • Plan and coordinate special events, such as conferences, seminars, and team-building activities

Communications

  • Maintain an organized filing system for important documents, reports, and correspondence
  • Prepare compelling presentations
  • Support the approvals process by preparing and distributing necessary documents
  • Screen and prioritize incoming communications, including emails, phone calls, and messages
  • Collaborate with other administrative staff and executive assistants to ensure seamless operations
  • Ensure compliance with company policies and procedures
  • Maintain strict confidentiality of sensitive information and handle it with utmost discretion

Special Projects

  • Coordinate and assist with special projects as assigned by the Managing Director
  • Conduct research and gather information on various topics as requested
  • Assist in the preparation and distribution of meeting materials, taking notes, and compiling meeting minutes as required
  • Create action plans with clear roles, responsibilities, and deadlines
  • Utilize project management skills to coordinate and track tasks and deadlines

Budget/Expense Management

  • Manage budgets and track expenses to ensure adherence to financial guidelines
  • Process expense reports and purchase orders accurately and in a timely manner

Calendar/Travel Management

  • Coordinate the Managing Director's calendar, including scheduling appointments, meetings, and travel arrangements
  • Arrange travel accommodations, including flights, accommodations, and transportation

Qualifications

  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software
  • Excellent organizational and time management skills, with the ability to prioritize tasks effectively
  • Strong verbal and written communication skills, with a keen eye for detail
  • Ability to work independently with minimal supervision and as part of a team
  • Discretion and professionalism when handling confidential information
  • Flexibility to adapt to changing priorities and deadlines
  • Background in project management is preferred
  • Proven years plus office experience is preferred. We are open to different background in this role. The key aspects are that the individual is a self starter, someone who is proactive with an enthusiasm to learn

Equinix is committed to ensuring that our employment process is open to all individuals, including those with a disability. If you are a qualified candidate and need assistance or an accommodation, please let us know by completing this form.

Equinix is an Equal Employment Opportunity and, in the U.S., an Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to unlawful consideration of race, color, religion, creed, national or ethnic origin, ancestry, place of birth, citizenship, sex, pregnancy / childbirth or related medical conditions, sexual orientation, gender identity or expression, marital or domestic partnership status, age, veteran or military status, physical or mental disability, medical condition, genetic information, political / organizational affiliation, status as a victim or family member of a victim of crime or abuse, or any other status protected by applicable law.

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