Executive Assistant

Job Description

Silent-Aire, a Johnson Controls company, is a global leader in the design, engineering, manufacturing, and deployment of innovative data centre infrastructure solutions. We deliver mission-critical solutions to some of the world's largest technology companies, enabling highly efficient and sustainable data centre operations across global markets.

Position Summary

We are seeking an experienced, highly professional Executive Assistant to provide dedicated onsite support to the Vice President & General Manager of Silent-Aire EMEA & APAC. This role serves as a trusted partner to the executive leader, ensuring the efficient management of business priorities, executive communications, stakeholder engagement, and operational activities across a multi-regional organization.

The successful candidate will thrive in a fast-paced, international environment and demonstrate exceptional organizational skills, sound judgment, discretion, and the ability to manage multiple priorities while maintaining the highest levels of professionalism and confidentiality.

Key Responsibilities

Executive Support

Manage a complex and dynamic calendar across multiple time zones, ensuring effective prioritization of meetings, travel, and business commitments.

Coordinate and prepare executive schedules, ensuring alignment with strategic business priorities.

Manage incoming communications, correspondence, and requests on behalf of the Vice President & General Manager.

Prepare presentations, reports, briefing materials, agendas, and meeting documentation.

Track action items and follow up with leadership teams to ensure timely execution and accountability.

Stakeholder Management

Serve as a key point of contact for senior leaders, customers, partners, and internal stakeholders across EMEA, APAC, and global functions.

Facilitate communication and collaboration between executive leadership and cross-functional teams.

Build strong working relationships across the organization and represent the executive office with professionalism and discretion.

Meeting & Event Coordination

Organize leadership meetings, town halls, business reviews, and executive workshops.

Coordinate meeting logistics, agendas, presentations, and minutes.

Support planning and execution of regional leadership events, customer engagements, and strategic business meetings.

Travel & Expense Management

Arrange complex domestic and international travel itineraries.

Manage travel logistics, accommodations, visas where required, and contingency planning.

Process expense reports and ensure compliance with company policies.

Business Operations Support

Assist with annual planning cycles, leadership reviews, and strategic initiatives.

Support the preparation of business performance reports and executive dashboards.

Coordinate confidential projects and administrative activities on behalf of the executive leadership team.

Maintain accurate records and documentation in accordance with company standards.

Confidentiality & Governance

Handle highly confidential business, financial, and personnel information with discretion and integrity.

Ensure sensitive information is managed appropriately and maintained securely.

Support governance activities and adherence to organizational policies and procedures.

Required Qualifications

Bachelor's degree or equivalent experience preferred.

Minimum 5 years' experience supporting senior executives, preferably at Director, Vice President, General Manager, or C-suite level.

Experience supporting leaders within a multinational or matrixed organization.

Advanced proficiency in Microsoft Office Suite, including Outlook, PowerPoint, Excel, Teams, and Word.

Proven experience managing complex calendars, international travel, and executive priorities.

Exceptional written and verbal communication skills.

Strong organizational skills with the ability to manage multiple competing priorities.

Preferred Qualifications

Experience supporting global or regional leaders across multiple geographies.

Previous experience within engineering, construction, manufacturing, technology, data centre, or infrastructure industries.

Experience coordinating leadership events, board meetings, or executive-level presentations.

Key Competencies

Executive presence and professionalism

Excellent judgment and decision-making

Strong stakeholder management skills

High attention to detail

Proactive and solutions-focused mindset

Ability to work independently with minimal supervision

Adaptability and resilience in a fast-paced environment

Exceptional confidentiality and integrity

Strong planning, prioritization, and execution skills

What Success Looks Like

Executive time is optimized through proactive calendar and priority management.

Leadership meetings and communications are executed seamlessly.

Stakeholders receive responsive, professional support.

Business priorities, follow-ups, and key deliverables are effectively coordinated.

The Vice President & General Manager is enabled to focus on strategic leadership and business growth.