What are the responsibilities and job description for the Executive Administrative Assistant position at Carver Companies Payroll II, LLC?
Key Responsibilities
Meeting & Calendar Management
- Schedule and coordinate departmental and executive meetings.
- Assist in the preparation and distribution of agendas, presentations, and supporting materials.
- Maintain corporate calendars, ensuring alignment across the Executive Team.
- Attend meetings, take notes, and prepare initial drafts of minutes and action summaries.
Communication & Correspondence
- Draft, review, and send internal and external communications on behalf of executives.
- Prioritize and manage email correspondence; respond when appropriate.
- Answer and direct phone calls; communicate messages and information clearly.
Administrative & Operational Support
- Coordinate domestic and international travel arrangements and itineraries.
- Prepare, reconcile, and submit expense reports in a timely manner.
- Organize and maintain paper and electronic filing systems.
- Handle printing, copying, scanning, mail distribution, and overnight packages.
Confidential Document Management
- Manage highly sensitive and confidential financial, legal, personnel, and institutional information with the utmost discretion.
- Support special projects such as board reports, presentations, and executive summaries.
Other Duties
- Support company-wide initiatives and assist in event planning when required.
- Perform additional administrative tasks as assigned by Executive Leadership.
Required Qualifications
- Bachelor’s degree in Business Administration or a related field.
- Minimum of 3 years of experience as an Executive Assistant or similar role.
- Exceptional verbal and written communication skills.
- Strong organizational and time management skills; ability to anticipate executive needs.
- High level of discretion and professionalism when handling confidential matters.
- Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, and Teams).
Physical Requirements & Work Environment
- Prolonged periods of sitting at a desk and working on a computer.
- Must be able to occasionally lift up to 20 pounds.
- Ability to navigate all areas of the organization’s facilities.
- Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions.
Employment & Compliance Information
Carver Companies is an equal opportunity employer and does not discriminate based on race, color, religion, sex, national origin, disability, age, sexual orientation, gender identity, or any other protected status under federal, state, or local laws.
Employment is at-will, meaning either the employee or the company may terminate employment at any time, with or without cause or notice, except as provided by law.
