JOB DESCRIPTION

In this role you will s upport Executive(s) in various highly complex tasks and strategic projects by assisting in administrative, organizational, and operational matters as needed and by staying knowledgeable of corporate policies, exercising autonomy within established procedures.

• Manages Executive(s)’ calendar , coordinating complex scheduling needs, ensuring alignment with key business priorities, and proactively identifying potential conflicts and handles high-priority meetings with global stakeholders and ensures that the Executive(s) remain informed on key timelines and milestones.
• Maintains and organizes records, files, and documents , both electronic and paper-based, for Executive(s).
• Ensures coordination of travel arrangements for Executive(s), including visa applications and booking flights, accommodations and transportation, while adhering to organization policies and budget constraints and ensures preparation of detailed itineraries and contingency plans.
• Ensures and oversees organization of high-profile events, workshops, and conferences , as required by the Executive(s) including preparing necessary materials, ensuring technical setup, overseeing all logistical elements, liaising with senior stakeholder etc. to deliver a well-managed and successful outcome.
• Processes expense reports by collecting, reviewing, and verifying receipts and documentation to ensure accuracy and compliance with organization policies and procedures and assists in managing budgets (including travel expenses) as directed by the Executive(s).
• Communicates announcements and important updates in a clear, concise and accurate way to and from Executive(s) within the department and organization employing a variety of channels such as emails, intranet posts, meetings, and instant messaging platforms for effective reach
• Supports in cooperation with Brand & Communication Team and/or Legal Council crisis communication to ensure that all stakeholders are kept informed.
• Serves as a liaison between the Executive(s) and other stakeholders by handling incoming and outgoing correspondence including emails, letters and phone calls with tact and diplomacy while ensuring prioritization and by screening visitors and acts as a gatekeeper, handling highly sensitive or confidential information with discretion.
• Assists in collecting and analyzing data to prepare comprehensive reports, presentations, and executive summaries, supporting informed decision-making at the highest level and creates complex draft letters, emails, office documents including meetings agendas, minutes and follow-up action items that align with the Executive(s)’ strategic objectives.
• Act as the coordinator in the daily operation of the Hungarian Philips Office, identifies opportunities for operational improvements, proposing and implementing changes to enhance efficiency and productivity.