XTN-7CD4344 | EXECUTIVE ASSISTANT

Client is hiring a Senior Executive Assistant (m/f/d) to provide centralized executive support across the Gatti Leadership Team — the CEO, COO, and additional senior leadership.

This is a shared support function newly structured around the leadership team as a whole. The successful candidate will coordinate calendars, commitments, and follow-through across multiple principals simultaneously — prioritizing competing demands, resolving scheduling conflicts, and acting as the central operational interface between Gatti's leadership and the wider organization.

This is not a single-principal personal assistant role. The work requires the judgment to balance the time and priorities of three or more senior leaders, the maturity to make scheduling and triage decisions that affect multiple stakeholders at once, and the diplomatic skill to manage competing requests without friction.

• Health Insurance/HMO 
• Enjoy unlimited MadMax Coffee
• Diverse learning & growth opportunities
• Accessible Cloud HR platform (Sprout)
• Above standard leaves

• Maintain and coordinate the calendars of multiple leadership team members across time zones (CET / PH / partner locations)

• Resolve calendar conflicts between principals and prioritize meetings based on agreed leadership-level guidance

• Schedule cross-leadership working sessions and standing cadences (leadership reviews, weekly syncs, partner meetings)

• Protect focus time across multiple leaders and ensure appropriate buffers between commitments

• Coordinate travel logistics, calls, and video conferences for multiple principals — including travel sequencing when leaders are in different regions

• Send meeting confirmations, agendas, and reminders to internal and external participants

• Maintain a structured task list of open action items and commitments across the entire leadership team, including items spanning multiple leaders

• Proactively follow up with internal team members and external counterparts on behalf of leadership

• Track outstanding deliverables from partners, suppliers, and service providers against agreed timelines

• Flag aging items and at-risk commitments before they escalate

• Ensure each principal is briefed on their open items before relevant meetings or deadlines

• Maintain follow-up logs and status updates in agreed tools (Jira, Basecamp, Outline)

• Draft and send follow-up emails, Slack messages, and summaries on behalf of multiple leaders

• Liaise between leadership and the broader team to clarify priorities and relay instructions

• Prepare meeting notes and action item lists for cross-leadership meetings

• Triage incoming requests across principals — routing them by urgency, importance, and the right owner

• Support preparation of briefing documents, agendas, and presentation outlines

• Handle document organization in leadership-shared drives

• Support onboarding logistics for new hires and contractors

• Assist with expense tracking and invoice follow-up across leadership

• Coordinate ad-hoc research, vendor outreach, and travel arrangements

• 3+ years of executive assistant experience, ideally supporting more than one principal or working in a C-suite / senior leadership context

• Proven ability to manage competing calendars and resolve scheduling conflicts between multiple senior stakeholders

• Strong prioritization judgment — knows when to push back, when to escalate, and when to decide directly

• Excellent written English — capable of drafting professional messages independently on behalf of senior leaders

• Comfortable working with Microsoft 365 (Outlook, Teams, SharePoint), Jira, Basecamp, and Slack

• Discretion and professionalism — this role will routinely handle confidential commercial, HR, and strategic information across multiple leaders

• Experience supporting an international leadership team across multiple time zones

• Familiarity with technical, IT services, or infrastructure-adjacent business environments

• Mature judgment — comfortable making scheduling and triage decisions that affect multiple senior people

• Diplomatic — manages competing demands across principals without favoritism or friction

• Structured — maintains clean, reliable tracking systems for tasks and schedules across the leadership team

• Proactive — initiates follow-ups end-to-end without needing to be asked

• Persistent but polished — closes loops repeatedly without being pushy

• Detail-oriented — notices gaps, inconsistencies, and missing information across multiple workstreams

• Trustworthy — handles sensitive business and personnel matters with discretion at all times

• Travel planning experience supporting leadership teams

• Familiarity with international business environments and cross-timezone coordination is a plus

• Proactive — acts before being asked and owns the follow-up cycle end-to-end

• Structured — maintains clean, reliable tracking systems for tasks and schedules

• Persistent but polished — follows up consistently without being pushy

• Detail-oriented — notices gaps, inconsistencies, and missing information

• Trustworthy — handles sensitive business matters with discretion

• Growth mindset — sees this role as a long-term career opportunity and is eager to take on increasing responsibility over time

Gatti Services