Executive Administrator

Position: Executive Assistant
Department: Executive
Location: Akwesasne, NY
Status: Full-Time, In-person
Reports to: Executives

JOB SUMMARY:
We are seeking a highly organized and proactive Executive Assistant (EA) to provide comprehensive
administrative support to our Executive Team. This role requires a professional who thrives in a fast-paced
environment and excels at managing complex schedules, coordinating tasks, and maintaining confidentiality.

KEY RESPONSIBILITIES:
Executive Support & Calendar Management (40%)
Coordinate and manage complex calendars for the CEO and EVP, including scheduling meetings,
appointments, and travel arrangements.
Serve as the primary point of contact for internal and external stakeholders, handling correspondence and
prioritizing inquiries.
Arrange domestic and international travel, including accommodations, itineraries, and expense reports.
Anticipate executive needs and proactively manage schedules to ensure optimal time efficiency.

Meeting & Communication Management (30%)
Prepare agendas, take minutes, and follow up on action items for internal and external meetings.
Read and transcribe meeting minutes accurately and efficiently.
Assist in the development of meeting structures and create necessary templates and meeting guidelines.
Ensure meeting follow-up and execution of plans is facilitated, and all action items are properly tracked and
communicated to responsible parties.
Act as a conduit of information from the Executive Team to business units and shared service departments.
Draft, edit, and proofread executive-level correspondence, presentations, reports, and business documents.

Office & Operations Management (20%)
Maintain an organized workspace and ensure the seamless functioning of day-to-day operations.
Recommend and develop office procedures and systems to ensure smooth operations.
Procure and maintain office supplies and equipment as directed.
Handle mail and courier of corporate correspondence as required.
Support in corporate governance administration, such as maintaining compliance documentation and
assisting in board preparations.
Ensure confidentiality of sensitive information and act as a trusted gatekeeper for the executive team.

Special Projects & Additional Responsibilities (10%)
Support special projects and initiatives as needed, ensuring deadlines are met and objectives are achieved.
Conduct research, compile data, and prepare papers for consideration and presentation by executives.
Coordinate catering and logistics for luncheons, board meetings, and executive events.
Read and analyze incoming memos, submissions, and reports to determine their significance and plan for
distribution.
Meet with individuals, special interest groups, and others on behalf of executives, committees, and the board
of directors.
Assist in high-priority, confidential, or time-sensitive projects as assigned by the CEO or executive
leadership.

QUALIFICATIONS
Education and Experience:
Bachelors degree in Business Administration, Communications, or a related field preferred (or equivalent
combination of education and experience).
Minimum 5 years of experience as an Executive Assistant or in a high-level administrative support role,
preferably supporting C-suite executives.
Proven ability to handle confidential, time-sensitive information with discretion.
Experience with calendar management, event planning, and travel coordination.

Organizational & Executive Support
Strong multi-tasking, prioritization, and problem-solving skills in a fast-paced environment.
Ability to anticipate needs, take initiative, and work independently with minimal supervision.
Experience coordinating board meetings, preparing agendas, taking minutes, and tracking action items.
High level of attention to detail and accuracy in managing executive tasks and projects.

Communication & Relationship Management
Excellent written, verbal, and interpersonal communication skills.
Ability to liaise with internal and external stakeholders, maintaining professionalism at all levels.
Skilled in drafting, proofreading, and editing executive reports, presentations, and correspondence.
High level of discretion, integrity, and confidentiality in handling sensitive information.

Technical Proficiency & Productivity Tools
Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, SharePoint, Visio).
Familiarity with project management and collaboration tools (Monday.com, Rhythm, virtual meeting
platforms).
Experience with digital document management and corporate governance support.
Ability to adapt to new technologies and improve workflow efficiencies.

PHYSICAL REQUIREMENTS
Ability to sit for extended periods while working on a computer, attending virtual meetings, and managing
administrative tasks. Requires frequent use of hands for typing, writing, and handling office equipment.
Occasional standing, walking, bending, and reaching to retrieve files, supplies, and set up meeting spaces.
May involve short periods of walking within office environments.
Ability to read and analyze documents, emails, and reports, as well as effectively communicate in person,
over the phone, and in virtual meetings.
Ability to lift and transport office supplies, meeting materials, or light equipment, typically up to 15-20 lbs
as needed.
Occasional travel may be required for executive support, meetings, or corporate events. Must be able to
adjust work hours to accommodate executive schedules, including early mornings, evenings, or occasional
weekends.

DISCLAIMER
This job description is intended to convey information essential to understanding the scope of the position and
is not an exhaustive list of skills, efforts, duties, responsibilities, or working conditions associated with it.
Management reserves the right to revise the job or to require that other tasks be performed when circumstances
change (e.g., emergencies, changes in personnel, workload, rush jobs, or technological developments).