Job Description

Job Title: Executive Assistant

Company: Hootsuite

Years of Exp: 8–12 years

Location: Hybrid – Luxembourg or nearby countries

Role Type: Full-Time

Eligibility:

• 8–12 years supporting senior executives in fast-paced environments
• Experience in SaaS industry (preferred)
• Strong proficiency in Microsoft Office and Google Suite
• Extensive global travel management experience
• Excellent prioritization, communication, and organizational skills
• High integrity, discretion, and attention to detail
• Ability to manage multiple time zones and competing priorities

Role Overview:

This role goes beyond traditional administrative duties, positioning the Executive Assistant as a strategic partner to senior leadership. The focus is on driving operational efficiency, supporting decision-making, managing complex logistics, and ensuring seamless communication across the organization while proactively solving challenges and improving workflows.

Key Responsibilities:

• Lead cross-functional project management initiatives
• Plan and execute global events, offsites, and executive engagements
• Manage executive calendars, schedules, and priorities
• Coordinate global travel, itineraries, and expense management
• Handle meeting management (agendas, notes, action tracking)
• Oversee email inbox management and communication prioritization
• Build and maintain strong stakeholder relationships
• Develop and improve workflows, systems, and processes
• Consolidate data into executive-level summaries for decision-making
• Support personal task and schedule management for executives

Skills and Qualifications:

• Strategic thinking and business acumen
• Advanced organizational and multitasking abilities
• Strong project management and workflow optimization skills
• High adaptability in fast-paced, ambiguous environments
• Excellent verbal and written communication
• Expertise in travel coordination and logistics
• Strong stakeholder management and relationship-building
• Attention to detail and problem-solving mindset
• Proactive ownership and ability to anticipate needs