EMEA Executive Secretary

BASIC INFORMATION ON THE ROLE
Job Title    EMEA Executive Secretary 
Working Location    Belgrade, Serbia

JOB SUMMARY

We are seeking a reliable and well-organized Executive Secretary to provide structured administrative and coordination support to executive leadership.

The role is focused on facilitating daily operations, including scheduling, communication handling, and logistical coordination. The position supports executive efficiency while ensuring alignment across internal stakeholders.

This role is positioned at a secretary level, with the opportunity to grow into a more advanced coordination role over time, based on performance and demonstrated capability.

JOB RESPONSIBILITIES

Calendar & Scheduling

• Manage and maintain the executive’s calendar, including scheduling and coordination of meetings 
• Resolve scheduling conflicts and ensure optimal time allocation 
• Support the organization of executive meetings (logistics, invitations, materials) 
• Block time for priority activities and focus sessions 
• Reference: ovdEroda_sQ57TcnwFS4_S2-8mTPp0CwOfQUg8-LWCuMher3ohJdaQGQJ-efKPhE

Email & Correspondence Management

• Monitor, organize, and prioritize incoming communications 
• Draft simple responses and redirect messages to relevant stakeholders 
• Highlight urgent or important matters to the executive 

Meeting Support

• Prepare meeting agendas and supporting materials 
• Provide on-site or virtual support during meetings when required 
• Take notes and track action points upon request 
• Follow up on straightforward action items to ensure completion 

Travel & Logistics

• Coordinate domestic and international travel arrangements (flights, accommodation, transport) 
• Prepare travel itineraries and necessary documentation 
• Adjust logistics in response to schedule changes

Administrative Support

• Provide structured day-to-day administrative support to the executive 
• Handle sensitive information with a high level of confidentiality 
• Support ad hoc administrative and coordination tasks as needed

JOB REQUIREMENTS

1. Education & Experience

• Bachelor’s degree required 
• 2–5 years of experience in a secretary, administrative, or coordination role 
• Basic exposure to sales or commercial environments is considered an advantage 

2. Skills & Competencies

• Strong organizational and time management skills 
• Good written and verbal communication in English 
• Professional and reliable approach to work 
• Proficiency in MS Office (Outlook, Word, Excel) and calendar management tools 
• Ability to follow instructions and support structured processes 
• Proactive mindset with willingness to learn and develop 

3. Personal Qualities

• Professional, approachable, and service-oriented attitude 
• High level of discretion and accountability 
• Ability to work in a dynamic, fast-paced environment 
• Strong attention to detail and consistency in execution