Executive Assistant & Office Administrator

About the role

WE Soda is seeking a proactive Executive Assistant & Office Administrator to support the CFO, CLO and other senior executives. The role combines high‑level administrative assistance with day‑to‑day office management, ensuring smooth operations across a global, fast‑paced environment.

Key responsibilities

• Manage complex, multi‑time‑zone calendars and coordinate meetings, preparing materials in advance.
• Act as the first point of contact for the CFO and CLO, handling communications with discretion.
• Organise domestic and international travel, including itineraries, visas, vaccinations and last‑minute changes.
• Support leadership meetings: agenda preparation, minute‑taking, action tracking and follow‑up.
• Process expenses and reimbursements according to company policy.
• Maintain strict confidentiality of sensitive business and personal information.
• Provide ad‑hoc personal‑assistant support such as medical appointments and utility payments.
• Oversee office facilities, meeting rooms, supplies, catering and hospitality areas, ensuring they remain stocked and presentable.
• Coordinate conference registrations and participation logistics.

Required profile

• Highly proactive, adaptable and responsive in a demanding environment.
• Excellent judgement, ability to anticipate needs and manage multiple priorities simultaneously.
• Professional, service‑oriented attitude with strong discretion.

Required skills