Executive Assistant to VP International Tax, International Stores Tax
Amazon.com
Amazon Tax is hiring for an Executive Assistant position supporting the VP of Tax for International Stores based in London, and three International Tax Directors based in London and Luxembourg. This person will manage complex calendars and administrative tasks independently, coordinate with global stakeholders and other Executive Assistants while maintaining a high level of confidentiality and data privacy. Our ideal candidate is self-driven and highly organized with professional communication skills.
Key job responsibilities
Calendar Management and Travel Coordination:
- Manage Outlook calendars for VP and 3 directors across multiple time zones
- Coordinate extensive travel arrangements, both international and domestic, including visa requirements
- Provide global travel support to the VP as needed
Event Planning and Project Management
- Lead global event planning for international events with 100+ attendees across EMEA, APAC, and LATAM
- Manage multiple projects simultaneously, collaborating with cross-functional teams
- Coordinate timely delivery of large-scale conferences
Administrative
- Monitor budgets and implement cost-saving techniques
- Raise and track Purchase Orders through the Coupa system
- Process and consolidate expenses in various currencies using Concur platform
- Provide general administrative support as needed
Communication and Relationship Management:
- Draft and distribute global communications, including quarterly newsletters, team wikis and internal updates on behalf of VP
- Build and maintain strong networking relationships with internal teams and external clients
- Act as an ambassador for the VP, liaising with departments and external stakeholders
Meeting Preparation and Documentation:
- Prepare for meetings by creating agendas, collating and editing presentations, consolidating packs, and distributing materials in advance
- Compile department reports for directors and liaise with HR
Office Management:
- Serve as point of contact for office moves and floor relocations
- Ensure accurate headcount for agile working environments
Key job responsibilities
Calendar Management and Travel Coordination:
- Manage Outlook calendars for VP and 3 directors across multiple time zones
- Coordinate extensive travel arrangements, both international and domestic, including visa requirements
- Provide global travel support to the VP as needed
Event Planning and Project Management
- Lead global event planning for international events with 100+ attendees across EMEA, APAC, and LATAM
- Manage multiple projects simultaneously, collaborating with cross-functional teams
- Coordinate timely delivery of large-scale conferences
Administrative
- Monitor budgets and implement cost-saving techniques
- Raise and track Purchase Orders through the Coupa system
- Process and consolidate expenses in various currencies using Concur platform
- Provide general administrative support as needed
Communication and Relationship Management:
- Draft and distribute global communications, including quarterly newsletters, team wikis and internal updates on behalf of VP
- Build and maintain strong networking relationships with internal teams and external clients
- Act as an ambassador for the VP, liaising with departments and external stakeholders
Meeting Preparation and Documentation:
- Prepare for meetings by creating agendas, collating and editing presentations, consolidating packs, and distributing materials in advance
- Compile department reports for directors and liaise with HR
Office Management:
- Serve as point of contact for office moves and floor relocations
- Ensure accurate headcount for agile working environments
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