Executive Assistant to the Regional Director

New York City, New York
  1. Full Time
  2. Administration/Support
Posting date:25 Oct, 2019

As a world leading mobile telecoms company, we deliver innovative products and services to customers in Europe, Middle East, Africa, Asia Pacific and the United States. In fact, we have a presence in 100 countries and counting. Right now, we’re looking for people to join one of our fastest growing business units: Vodafone Business.


This is your chance to join a truly international team. You’ll broaden your exposure and gain insights from a wide range of perspectives. Equally important, you’ll also have the chance to build yourself a successful, long-term career.



Role purpose: 

Provide Executive level administrative support, project coordination, travel and diary management for the Regional Director of Vodafone Americas



Key accountabilities and decision ownership:

Includes the following. Other duties may be assigned to meet business needs


  • Regional Director’s Diary Management

    • Assist Regional Director with coordinating and confirming daily schedule across global time-zones; keeping Regional Director’s  schedule on time; ensuring appropriate meeting materials are available

    • Coordinate internal/external calendar including all staff meetings and 1x1s

    • Monitor Management Team’s location and PTO schedule

  • Regional Director’s Travel Management

    • Make all domestic and international flight, hotel, and car arrangements (including journey plans such as visas, currency exchanges, etc.)

    • Process expense reports

  • Executive Visits

    • Manage UK and Global executives visits to US, including agenda, travel, accommodations, reservations, and calendars

  • Event Management

    • Plan and organize large complex internal events such as America All Hands, key executive meetings, teambuilding workshops, Annual Summer Social and Holiday Party including venue and vendor sourcing, cost negotiation, catering, AV, pre/current/post event logistics, event budget management

    • Support Regional Director’s  internal meetings by arranging appropriate A/V and meeting space (Zoom and ancillary IT equipment to support WeWork facility)

    • Arrange logistics and budget negotiations with vendor (Food & Beverage, hotels accommodations, meeting space, A/V, etc.) for internal and external meetings that the President hosts (i.e., Americas All Hands, Sales Offsite)

    • Assist Marketing Team in organizing/executing external off-site events

  • Office Management

    • Office supplies inventory management and ordering

    • Sorting/distributing incoming USPS mail (alongside Finance team)

    • Acting deputy when Property/Facility Manager is on annual leave

  • Administrative Functions

    • CFO

      • Manage CFO’s Diary across multiple time-zones

      • Update finance team org charts and distribution list

      • Plan, organize, and executive team building events

      • Manage on-boarding and ongoing management of external consultants for finance team

    • Order business cards for specific Americas employees;

    • Monitor the Regional Director’s  e-mail inbox and respond as requested

    • Attend various leadership meetings as required to capture minutes and action items

    • Create and update reports and presentations for internal meetings (I.e., organizational charts)

    • Type and design correspondences, memos, charts, tables, graphs, business plans, etc.

    • Fax, file, scan, and photocopy documents accordingly

    • Manage correspondence: postal, UPS and email

  • Employee Engagement

    • Design, negotiate, and execute wellness programs for all employees (I.e., Intermural sports, Annual Physical Incentive program, Mental and Physical Wellbeing challenges, Terrarium workshop, Breast Cancer Awareness month fundraising, Speed Networking, NY office benefits fair, etc.)

    • Prepare and send bi-weekly email communications

  • Additional Considerations

    • Travel occasionally (on or off-site)

    • Work on ad-hoc projects as requested (I.e., Sales team travel reporting, Bi-weekly/monthly Workplace win post, etc.)

  • Back up support for team coordinators as needed - (I.e., act as deputy when he/she is out of office)



Core competencies, knowledge and experience:


  • High level interpersonal skills to handle sensitive and confidential situations that may require judgment, tact, diplomacy
  • Strong written/verbal and analytical skills; confident telephone manner
  • Effective organizational skills, prioritization and solid deadline management
  • Anticipate needs or problems before they arise and resolve accordingly
  • Must be able to work in a fast paced environment with demonstrated ability to juggle multiple competing tasks and demands
  • Strong internal influence and relationship management skills with the ability to liaise with all levels of management
  • Strong Customer/Vendor relationship management skills  


Direct Report to: Americas Regional Director


Dotted Report to: Head of Finance, Americas


Life at Vodafone

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James "Vodafone changed my life"

James "Vodafone changed my life"