Senior Executive Assistant to Managing Director

The Executive Assistant will provide direct, high-level executive and secretarial support to the Managing Director (MD), ensuring the smooth execution of daily schedules, correspondence, and travel arrangements. This role requires meticulous attention to detail, exceptional organisational skills, and the ability to handle sensitive information with the highest level of confidentiality.

Job Description
In your new role you will:
1. Calendar & Schedule Management

• Maintain and update the MD’s daily calendar, ensuring optimal scheduling and avoiding conflicts.
• Proactively plan, confirm, and manage meetings, conference calls, and appointments.
• Coordinate with global and regional teams to schedule across multiple time zones.

2. Correspondence & Documentation

• Draft, edit, proofread, and format letters, emails, and other business correspondence.
• Prepare meeting agendas, minutes, and follow-up action trackers.
• Maintain organized electronic and paper records for quick retrieval.

3. Meeting & Event Support

• Arrange internal and external meetings, including booking venues, sending invites, and preparing necessary materials.
• Ensure the MD is briefed with pre-read documents, presentations, and talking points ahead of each meeting.
• Record minutes when required and ensure timely distribution and follow-up.

4. Travel & Logistics

• Plan and coordinate domestic and international travel, including flights, accommodation, visas, and ground transport.
• Prepare detailed travel itineraries and briefing packs.
• Manage related expense claims and reimbursements.

5. Gatekeeping & Coordination

• Act as the first point of contact for all incoming calls and visitors to the MD, exercising discretion in screening and prioritizing.
• Handle routine inquiries and redirect to appropriate departments as needed.
• Liaise with senior executives, clients, and partners with professionalism and confidentiality.

6. Confidential Records & Filing

• Maintain and safeguard sensitive company and personal documents for the MD.
• Ensure compliance with corporate confidentiality and data protection policies.

Your Profile
You are best equipped for this task if you have:

• Graduate in Business Administration, Secretarial Studies, or related field.
• 8+ years of experience supporting C-level executives, preferably in a multinational or high-tech corporate environment.
• Strong command of written and spoken English; additional languages a plus.
• Proficient in MS Office Suite, Outlook, Teams, and other collaboration tools.
• Experience coordinating international travel and complex scheduling.
• Able to manage multiple priorities while maintaining accuracy.
• Strong interpersonal skills and an executive presence.
• Trusted to handle sensitive and confidential matters.
• Zero tolerance for errors in scheduling, documentation, or communication.
• Able to work with urgency and adapt to shifting priorities.

Contact:
Hains.Henrita@infineon.com

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