Executive Assistant

Emerging Travel Group is a global travel-tech company whose brands have been operating in over 220 source markets since 2010. We specialize in developing advanced online booking platforms for all types of clients — from individual tourists to travel agents and companies organizing business trips. Our solutions empower hoteliers to effortlessly showcase their accommodations, boosting visibility and attracting a broader audience.

Our mission is to create, distribute, and operate the most convenient travel products. We constantly innovate and break the rules of the highly complex travel industry to make travel more widely available for individuals, more rewarding for professionals, and simpler for everyone.

As an Executive Assistant, you will play a pivotal role in coordinating schedules, organising meetings, and supporting the team with essential administrative tasks.

This is a full-time, remote position open to candidates residing in the Mediterranean and CIS.

Job Responsibilities:
Administrative Support for the Department and Team (70% of working time):

Organization and coordination of team meetings and events:

• Coordination of quarterly demo session preparation: Managing the preparation process for team demos, including coordinating presentations and Loom videos from all participants.
• Assistance in the TCO (Top Company Objective) planning process: Gathering and structuring data to prepare for strategic sessions. Coordination during meetings.
• Organizing corporate meetings and team-building events (team-buildings, general entertainment activities to improve engagement).

Proactive initiation and organization of team activities:

• Developing and proposing creative solutions to maintain team communication and engagement (online games, interactive events in Slack, and other activities).
• Initiating and organizing events aimed at improving team spirit in a remote work environment.

Organization of celebrations and personal events:

• Collecting money for colleague gifts.
• Finding and purchasing gifts, flowers, and other holiday attributes.

Business travel management:

• Organizing travel for the executive and the team, including business trip requests and visa preparation.
• Optimizing travel expenses, preparing and updating the team’s travel budget.
• Registering the executive and other team members for exhibitions and events.
• Sourcing cost-effective travel solutions and booking all necessary elements (tickets, accommodation, etc.).

Coordination of meetings before exhibitions and events:

• Using specialized tools to schedule meetings with potential partners and suppliers.
• Proactively sending meeting requests and coordinating with other employees.
• Managing correspondence with potential partners, coordinating meetings, and tracking the meeting schedule during business trip preparation.

Preparation of follow-up emails after meetings:

• Preparing and sending follow-up emails after meetings during business trips (thank you notes, continuation of dialogues, clarification of next steps).
• Coordinating with the executive and other team members to prepare meaningful and accurate emails based on meeting discussions.

Supporting internal communication and team knowledge base:

• Working with Asana to coordinate tasks and projects.
• Maintaining and updating the team’s knowledge base in Confluence, interacting with team members to keep information current.
• Assisting in managing the team’s Slack channels and keeping them up to date.

Preparation and formatting of presentations:

• Actively assisting in creating and editing presentation materials for the executive and the team.
• Gathering and structuring information from various contributors to create cohesive and high-quality presentations.
• Designing slides according to corporate style and data visualization requirements.
• Preparing materials for internal and external meetings, reports, and strategic sessions, including detailed content and visual formatting.

Assistance in organizing meetings:

• Coordinating and organizing meetings upon request (selecting time, communicating with participants, ensuring all necessary details such as logistics and materials).
• Organizing video conferences (choosing the platform, preparing the technical setup).

Personal Support for the Executive (30% of working time):

Organization of personal tasks and errands:

• Booking restaurants, doctor, and veterinarian appointments.
• Organizing and planning personal and business trips (tickets, hotels, car rentals, excursions, itinerary development).
• Flight check-in, resolving any travel-related issues.
• Preparation of visas and other travel documents (including business trip requests for the executive).
• Assistance with preparing pet travel documents for the executive’s pet.
• Purchasing items such as electronics, phones, and household goods.
• Booking sports activities (tennis courts, padel, etc.).
• Organizing leisure and creative activities (event tickets, museums, excursions).
• Finding and coordinating various services (moving services, cleaning companies, repair services, etc.).
• Organizing household tasks and logistics related to the executive’s personal needs.

Other personal errands for the executive: Willingness to carry out various errands related to the executive’s personal matters.

• 3+ years of experience in executive support, operations coordination, or similar roles.
• Strong organizational and analytical skills.
• Experience working with senior stakeholders and cross-functional teams.
• Excellent Microsoft Office skills, particularly.
• Excel (data organization, trackers, dashboards).
• PowerPoint (executive presentations).
• Experience with task management tools (Asana, Notion, Monday, etc.).
• Comfortable working with data, dashboards, and reporting.
• Languages. Advanced English, other languages are a plus.

• Flexible schedules and opportunity to work remotely.
• Ambitious and supportive team who love what they do, appreciate each other, and grow together.
• Internal programs for adaptation and training, development of soft skills, and leadership abilities.
• Partial compensation for participating in external training and conferences.
• Corporate English school: Group and individual lessons, speaking clubs with colleagues from all over the world.
• Corporate prices on hotels and travel services.
• MyTime Day Off - an extra non-working day without loss of compensation.

Learn more about our data protection practices in our Privacy Policy: https://emergingtravel.notion.site/recruitment-privacy-notice.