Executive Administrative Assistant

Role Overview:

Reporting directly to the CEO, the Executive Administrator (EA) will collaborate with various teams to provide seamless and efficient support for senior leadership.

Key Responsibilities:

• Manage scheduling and calendars for the leadership team, resolving conflicts and prioritizing engagements with sound judgment.
• Handle multiple work streams and solve complex problems in dynamic situations.
• Deliver precise administrative support, including scheduling, presentations, meeting preparation, communications, and document management.
• Coordinate logistics for meetings and events, such as scheduling, preparing materials, drafting agendas, and recording minutes.
• Serve as the main point of contact for internal and external stakeholders, addressing inquiries while ensuring confidentiality.
• Organize comprehensive travel arrangements, including itineraries, visas, expense reporting, and event coordination.
• Process reimbursement claims for the leadership team.
• Manage sensitive and critical matters with discretion, aligning actions with organizational policies.
• Provide executives with timely updates on upcoming commitments and priorities.
• Maintain schedules to ensure efficient use of time and resources.
• Oversee multiple projects by coordinating with internal teams and external partners to meet deadlines.
• Adapt to changing priorities and tight deadlines in a fast-paced environment.
• Professionally handle phone communications and build strong relationships with stakeholders.
• Manage office supplies, distribute mail, provide guest hospitality, and maintain a welcoming environment.
• Support event planning and contribute to other organizational needs as required.

Required Skills & Qualifications:

• A minimum of 10 years of administrative experience or equivalent education.
• At least 3 years of project management experience coordinating events.
• At least 5 years managing executive-level calendars and prioritizing schedules.
• Proven ability to handle confidential information with discretion and professionalism.
• Experience coordinating domestic and international travel.
• Advanced proficiency in Microsoft Office (Outlook, Teams, PowerPoint, Word, Excel).
• Flexibility to work outside regular business hours as needed.
• Strong organizational, interpersonal, and communication skills.
• Ability to adapt quickly, resolve conflicts, and anticipate solutions proactively.
• Self-starter with a positive attitude and customer-focused mindset.
• Professional demeanor with the ability to handle multiple high-priority tasks with minimal supervision.

Preferred Skills:

• Bachelor’s degree with 5 years of experience in a high-paced environment.
• Extensive project management experience, including event coordination.

Additional Requirements:

• Willingness to travel up to 50%.
• Proficiency in English, both written and spoken.
• Ability to lift up to 30 pounds and perform basic physical activities.

Work Environment:

• Office-based role requiring frequent use of computers and phones.
• Occasional overtime or weekend work for special events.