Executive Assistant at Equinix

We are seeking a talented and enthusiastic professional for the role Executive Assistant to partner with the EMEA President. The successful candidate will thrive in a dynamic high-paced environment, be proactive and resourceful, and have a customer service mentality.  The Executive Assistant, EMEA President will be a strong team player who demonstrates exceptional attention to detail, solid organizational and communication skills, and has proven experience managing competing priorities on a daily basis. 

The role will work closely with the EMEA President and Chief of Staff.

Responsibilities 

• Calendar management: Manage complex and demanding calendar and travel schedules and routinely plan, coordinate and schedule meetings across multiple time zones. Act as a strategic gatekeeper for the EMEA President’s time — prioritising requests, ensuring alignment with priorities, and diplomatically declining or redirecting lower-value commitments
• Team engagement: Maintain a dynamic stakeholder map and engagement cadence across senior internal leaders, direct reports, skip levels, and broader team. Ensure an equitable approach, working in partnership with Chief of Staff. Maintain a dynamic stakeholder map and engagement cadence across senior internal leaders, customers, partners, and relevant public sector stakeholders
• Senior stakeholder engagement: Confidently liaise with senior executives, customers, partners and relevant public sector stakeholders
• Travel planning and management: Arrange business travel, prepare itineraries and country engagement, and process expenses efficiently in Concur. Our EMEA President travels for 50% of the year, therefore management of his agenda whilst visiting countries is a large component of this EA role’s scope
• Inbox management: Continuously review, categorise and at times action inbox items on behalf of EMEA President. Propose an inbox management approach including automatic rules and filtering
• Communication channels: Monitoring key communication channels (Outlook, Viva Engage, Teams, LinkedIn) and surfacing critical information in a timely and structured way
• Event & meeting logistics: Organise all-staff meetings, quarterly offsites, and high-profile external engagements. Manage meeting room bookings, IT setup, catering, and security access. Support with the set-up of Zoom webinars
• Special projects & initiatives: Provide support for strategic projects, employee engagement initiatives, and internal networks
• Personal commitments: Supporting selected personal scheduling and logistics for the President (for example medical appointments, personal travel coordination, key family commitments, and certain personal administrative tasks) to maximise focus and availability
• Procurement support: Raise purchase orders and manage approvals using Coupa. Facilitate approval of invoices for payment
• Systems administration: Managing delegated approvals across systems and workflows, ensuring appropriate documentation and escalation where required, and tracking follow-ups on approvals, signatures, and responses so momentum is maintained
• Briefing materials and meeting management: Collaborate with the Chief of Staff to develop meeting materials (including background research, participant profiles, previous commitments, and suggested discussion points). Prepare briefing packs ahead of key meetings. Organize and execute meetings, actions and follow ups. All of this is in service to accelerating executive decision making
• Executive Assistant community: Build and leverage collaborative relationships with other Executive Assistants across the company. The President role works with every function, therefore this EA role has a unique opportunity to create a sense of community across all EMEA EAs
• Judgment, confidentiality and discretion: Demonstrate exceptional judgement and the confidence to make decisions on behalf of the President when appropriate. Through all interactions, handle sensitive information with the utmost professionalism and discretion

Qualifications 

• Proven experience as an Executive Assistant at C-suite or senior leadership level in a fast-moving environment
• Experience working in a global company and international environment, managing complex schedules across multiple time zones and cultures
• Advanced proficiency in Microsoft applications including Outlook, Teams, SharePoint, Word, Excel and PowerPoint. In addition, experience with Concur, Coupa and Zoom preferred
• High attention to detail and ability to anticipate needs before they arise
• Strong organizational skills with the ability to juggle multiple priorities at pace
• Demonstrate strong analytical, problem-solving, and communication skills 
• Excellent time management skills with a proven ability to meet deadlines
• Dedication to the highest degree of discretion and respect for confidentiality 
• Ability to build and maintain positive cross-functional working relationships, including confidence in handling senior stakeholders internally and externally
• Ability to work in a high-energy and fast-paced environment
• An interest in community projects or internal employee connection networks, with the opportunity to get involved in initiatives outside of the core EA responsibilities