Personal Assistant

1. Calendar and travel management

• Manage complex calendars for Leadership Team members, balancing priorities across the supported leaders.

• Actively protect focus and preparation time, resolve conflicts, challenge low-value meetings and propose practical alternatives.

• Schedule and coordinate internal and external meetings, including with customers, partners and SITA senior leaders.

• Coordinate with other SITA Personal Assistants to align with corporate calendars, key governance meetings and executive commitments.

• Arrange end-to-end travel, itineraries, accommodation, ground transport, travel documentation and changes; manage expenses and purchase orders using internal tools.

2. Agenda ownership and daily preparation

• Maintain a forward-looking view of priorities, deadlines, key stakeholder commitments and recurring leadership obligations.

• Prepare concise recurring brief for supported leader, highlighting key meetings, preparation required, decisions needed and outstanding actions.

• Ensure meeting materials, context and logistics are available in advance, coordinating inputs from relevant teams.

• Build organisational memory by tracking commitments, decisions, important dates and topics to revisit, and proactively bringing them back at the right time.

3. Follow-up and action management

• Capture clear actions, owners and target dates from leadership meetings and other key interactions.

• Follow up with action owners, identify overdue or blocked items and escalate only where leadership intervention is required.

• Maintain simple, reliable action trackers so commitments do not get lost between meetings.

• Take and distribute meeting notes where required, with emphasis on decisions and follow-up.

4. Ownership of recurring executive administration

• Coordinate recurring people and business processes such as performance review scheduling, year-end activities, objective-setting cycles, talent reviews and mandatory training.

• Own the administrative workflow, timetable, meeting coordination and reminders, while the relevant leader retains accountability for judgments and decisions.

• Handle routine approvals, expenses, document coordination and other administrative topics that do not require Leadership Team judgment.

• Support selected team events, visits, workshops and leadership initiatives, including logistics and stakeholder coordination.

5. Inbox triage and correspondence support

• Monitor and triage the mailboxes of supported leaders where access is granted, using agreed categories.

• Surface the small number of items that genuinely require each leader’s attention, with clear timing and context.

• Handle straightforward administrative correspondence where appropriate and agreed.

• Exercise sound judgment on confidentiality, access and when to escalate.

• Supported leaders spend less time on coordination and administration and more time on decisions, people and business priorities.

• Calendars reflect agreed priorities, with appropriate preparation time and fewer avoidable conflicts.

• Critical actions, commitments and deadlines are proactively tracked and followed through.

• Recurring processes are planned early and run smoothly without repeated intervention from the supported leaders.

• Inbox triage reliably separates genuine leadership decisions from matters that can be handled, delegated or deprioritised.

EXPERIENCE

• At least 3 years of experience as a Personal Assistant, Executive Assistant or in a comparable role within a fast-paced multinational organisation.

• Highly organised, proactive and comfortable taking ownership without waiting for detailed instructions.

• Strong judgment, tact, diplomacy and discretion, with the confidence to challenge constructively and protect leadership time.

• Able to distinguish between administrative coordination and matters requiring executive judgment.

• Excellent follow-through, attention to detail and ability to maintain a dependable organisational memory.

• Clear, concise written and verbal communication, with fluent English; additional languages are an advantage.

• Comfortable using Microsoft 365, including Outlook, Teams, Word, PowerPoint and Excel. 

• Able to build trusted relationships quickly across functions, geographies and seniority levels.

• Flexible, calm under pressure and effective when priorities change at short notice.