Executive Assistant

About the Role

We are looking for a highly organized, proactive, and business-minded Executive Assistant to provide high-quality support to Senior Leadership within the Staples GCC. This role goes beyond managing calendars and coordinating meetings. The Executive Assistant will act as a trusted partner to the leadership team, helping create structure around priorities, ensuring leaders are prepared for key interactions, and keeping important activities moving with the right level of follow-through.

The ideal candidate will be comfortable operating in a fast-moving, global environment where priorities can shift quickly and should bring sound judgment, strong communication skills, discretion and the ability to work independently with limited direction. The role requires someone who can anticipate requirements, manage multiple priorities and build effective working relationships across different functions and levels of the organization.

Key Responsibilities

Executive & Calendar Management

• Own and manage complex calendars for senior leaders, ensuring their time is aligned with business priorities and critical commitments.
• Coordinate meetings across multiple time zones and stakeholder groups, balancing competing priorities and resolving scheduling challenges.
• Understand the purpose and importance of meetings and recommend appropriate scheduling options when conflicts arise.
• Anticipate recurring business requirements such as leadership reviews, business updates, planning cycles, talent discussions and governance forums, and ensure adequate time is reserved in advance.
• Monitor upcoming commitments and provide timely prompts, preparation reminders and relevant information to help leaders stay ahead of their schedules.
• Take ownership of scheduling-related follow-ups and coordinate with stakeholders to close pending actions without requiring constant direction.
• Maintain a high level of accuracy across calendars, meeting details, invitations and supporting information.

Meeting & Leadership Support

• Coordinate leadership meetings, including preparation of agendas, meeting materials, participant coordination and logistics.
• Support leadership reviews, town halls, business meetings, off-sites and other important organizational forums.
• Capture and track key actions arising from leadership meetings and ensure follow-ups are driven to completion.
• Coordinate with stakeholders across functions to obtain information, updates and inputs required by leadership.
• Support preparation of presentations, briefing documents, reports and other leadership communications using information gathered from relevant teams.
• Help leaders remain organized around key deadlines, commitments and deliverables.

Travel & Logistics

• Coordinate domestic and international travel arrangements, including flights, accommodation, ground transportation and detailed itineraries.
• Anticipate logistical requirements associated with business travel and proactively address potential issues.
• Coordinate travel documentation and support requirements such as visas, passports and other business-travel formalities where applicable.
• Ensure leaders have the relevant schedules, contacts and logistics information required for seamless travel.
• Manage changes and last-minute requirements calmly and efficiently.

Leadership Events & Team Activities

• Plan and coordinate leadership and team events, including off-sites, workshops, town halls, leadership visits and employee engagement activities.
• Work with internal teams and external partners to manage venues, logistics, communications and other event requirements.
• Track budgets and identify practical ways to deliver activities efficiently without compromising the experience.
• Coordinate schedules and logistics for visiting global leaders and other senior stakeholders.

Stakeholder Coordination & Follow-through

• Build strong working relationships with all senior leaders, executive assistants, functional teams and stakeholders across the GCC and broader organization.
• Act as a central coordination point for information and administrative requirements relating to supported leaders.
• Follow up on open items and ensure commitments do not get lost across multiple stakeholders.
• Exercise appropriate judgment when determining what requires escalation, what can be resolved independently and what needs leadership attention.
• Maintain professionalism and composure while working with senior stakeholders and handling competing demands.

Confidentiality & Professional Standards

• Handle sensitive business, employee, financial and leadership information with a high degree of confidentiality and discretion.
• Exercise sound judgment when dealing with sensitive communications, documents and situations.
• Maintain professional standards in all interactions and represent the leadership office appropriately.
• Demonstrate reliability, accountability and ownership for commitments and deliverables.

Requirements

Qualifications & Experience

• Bachelor's degree in any discipline; additional qualifications in business administration or a related field would be an advantage.
• 7-12 years of experience in executive assistance, executive office management, business administration or a similar role supporting senior leadership.
• Experience working with senior executives in a large organization, multinational environment or global capability center is preferred.
• Demonstrated experience managing complex calendars, executive travel and multiple competing priorities.
• Strong proficiency in Microsoft Office, particularly Outlook, PowerPoint, Word and Excel.
• Comfortable working with collaboration, productivity and digital workplace tools.

What Success Looks Like

The successful individual will become a trusted extension of the leadership office—someone who understands priorities, anticipates needs, protects executive time, connects the right stakeholders and ensures that important commitments move forward.