Executive Assistant

Company: STADA Eurasia

We are looking for a highly organized and proactive Coordinator to support the General Director and the Eurasia Leadership Team.
Key Responsibilities
* Provide comprehensive administrative and organizational support to the General Director and the Eurasia Leadership Team.
* Manage the General Director’s calendar: schedule meetings, prioritize appointments, and organize internal and external business engagements.
* Coordinate calendars for the Eurasia Directors Team, ensuring efficient scheduling and alignment across multiple stakeholders and time zones.
Travel Management
* Coordinate end-to-end business travel for employees across Kazakhstan in line with corporate policies, including:
* booking flights and accommodation;
* arranging airport and local transfers;
* providing visa support and preparing invitation letters and supporting documents;
* working with travel agencies, vendors, and internal stakeholders;
* ensuring compliance with corporate travel policies.
* Manage travel-related documentation and administrative processes for Leadership Team trips, ensuring timely preparation, approvals, and record-keeping.
* Prepare and process travel requests, approvals, and reports in the internal travel management system.
* Produce quarterly travel expense reports, including budget tracking, cost analysis, and reporting for leadership review.
Meetings, Events & Documentation
* Maintain documentation and administrative records related to Leadership Team meetings, events, and business travel.
* Organize and support Leadership Team meetings, events, and off-sites, including logistics, venue coordination, participant management, and on-site support.
* Coordinate event-related documentation, contracts, purchase requests, invoices, and approval workflows.
Stakeholder Management
* Collaborate with global colleagues and international teams to coordinate meetings, executive visits, events, and travel arrangements.
* Act as a key point of contact between regional and global stakeholders, ensuring clear communication and timely information flow.
* Coordinate executive-level meetings, prepare agendas, and support follow-up actions to ensure smooth execution of leadership initiatives.
Operational Excellence & Cost Optimization
* Manage multiple high-priority administrative and operational tasks simultaneously while maintaining accuracy, confidentiality, and attention to detail.
* Negotiate rates and terms with hotels, travel providers, venues, and other vendors to optimize costs while maintaining service quality and compliance with corporate standards.
* Identify cost-saving opportunities and support budget optimization initiatives related to business travel and Leadership Team events.
* Requirements
* Bachelor’s degree in Business Administration, Management, or a related field (or equivalent experience).
* 3+ years of experience in administrative, executive assistant, or coordination roles, preferably supporting senior leadership.
* Excellent written and spoken English; Russian and Kazakh - fluent.
* Advanced PC skills and confidence working with MS Office / Google Workspace (Word/Docs, Excel/Sheets, PowerPoint/Slides, Outlook/Calendar).
* Experience working with travel management systems or expense reporting tools is a plus.
* Strong organizational skills and the ability to manage multiple tasks and deadlines in a fast‑paced environment.
* High attention to detail and accuracy in documentation, reporting, and communication.
* Strong communication and stakeholder management skills, including experience working with international teams and time zones.
* Ability to handle confidential information with professionalism and discretion.
* Proactive, solution‑oriented mindset and readiness to take ownership of tasks and follow them through to completion.
* Ability to work both independently and as part of a cross‑functional, multinational team.

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