Job Summary

We are seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative support to the Managing Director. The ideal candidate will possess excellent communication skills, impeccable attention to detail, and the ability to thrive in a fast-paced environment. If you are a motivated individual with a passion for efficiency, professionalism, project management, event planning, and proficiency in English, 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/Compliance

• Maintain an organized filing system for important documents, reports, and correspondence

• Prepare compelling presentations and ensure  

• 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

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.