Executive Administrative Assistant

Overview

The Executive Assistant will provide high-level administrative support through strategic planning, proactive problem-solving, and strong attention to detail to ensure departmental and organizational objectives are met. This role includes managing multiple executive calendars, coordinating travel arrangements, and overseeing daily operations while handling confidential communications with discretion.

In addition to administrative support, the Executive Assistant will assist with scheduling and preparing for meetings and interviews, manage various projects, and serve as a key resource for the executive team and colleagues worldwide. Strong organizational skills, efficient systems, and structured processes are essential to ensuring business continuity and the overall success of the executive team.

Responsibilities

Key Accountabilities

• Proactively organize and expedite work flow through department.
• Initiate follow-ups, communicate executive directives to relevant stakeholders, and monitor the progress of high-level and time-sensitive projects. Provide timely status updates to ensure smooth execution.
• Act as a key point of contact for senior leadership, employees, and external partners. Ensure seamless calendar management, communication flow, and follow-through on critical matters. Address urgent inquiries in the executive’s absence and escalate priority issues as needed. Maintain effective internal and external relationships while ensuring timely and accurate communication.
• Independently manage daily scheduling, including high-priority meetings and engagements. Manage domestic and international travel arrangements, proactively addressing potential issues. Ensure meticulous tracking of logistics, details, and contingencies
• Develop and refine PowerPoint presentations for diverse audiences, including the Board of Directors, Executive Leadership Team, and strategic partners. Conduct research, compile and analyze data from various sources, and summarize key insights to support executive decision-making. Prepare reports and presentation materials with a keen eye for detail, using spreadsheets, visuals, and structured narratives.
• Manage incoming calls and email correspondence and relay and resolve routine telephone or walk-up inquiries. Track items requiring follow-up and ensure completion occurs.
• Manage logistics and communications for large-scale and high-level meetings including departmental and company events. Often managing and providing direction to other team members.
• Establish and maintain accurate business records, ensuring proper documentation of expenses, invoices, and insurance matters in compliance with company policies and procedure
• Maintain sensitive and confidential issues and inquiries for executives, including budget and strategic information.
• Exercise a high level of situational judgement in all aspects of role to determine the appropriate course of action, who to involve and to what degree
• Serve as backup to other administrative staff as needed to cover when out of the office. This will include being the back up to the receptionist for breaks, answering switchboard, assisting with visitors, etc.
• Oversee catering arrangements for office meetings across campus, including ordering, setup, and teardown. This role will require walking or driving to different buildings, lifting light items, and ensuring efficient setup and cleanup of meeting spaces.
• Assist with ad hoc personal tasks and arrangements from executives, maintaining a profesional and discrete approach
• Coordinate and distribute organizational announcements, ensuring clear and timely communication across teams and departments
• Performs other duties and responsibilities as assigned

Networking/Key Relationships

The key relationship of this role will be to the executive staff. As a result, interactions will be with all aspects of the organization. Key valuable relationships will be built.

Interactions and relationships with vendors will also be key in assisting in continued growth for the organization.

Qualifications

Minimum knowledge and experience required for the position:

• Education: Bachelor’s degree (BS/BA) from a four year college or university; or equivalent combination of education and experience
• Experience: 5 years administrative experience supporting C level executives

Ma     Management has the discretion of substituting relevant work experience for a degree and/or making exceptions to the years of experience requirement.

Skills & Capabilities:

• Ability to manage multiple calendars simultaneously in Outlook
• Create and produce presentations, spreadsheets, and other documents as needed
• Experience in making travel arrangements (Domestic & International) and submitting expenses; Concur experience is a plus
• Handling administrative tasks such as photocopying, printing, and binding as necessary
• Excellent verbal and written communication skills, with the ability to interact effectively at all levels.
• Strong organizational skills, with the ability to prioritize, multitask, and manage competing deadlines in a fast-paced, time-sensitive environment
• Acute attention to detail, high level of professionalism, and ability to maintain confidentiality
• Forward-thinking with strong interpersonal skills and the ability to anticipate executive needs.
• Ability to exercise good judgment, works well with little direction, proactive in managing time and successfully maintaining multiple priorities.
• Team player with a positive attitude, high energy, and adaptability in a dynamic work environment
• Demonstrated, excellent PC skills including strong proficiency in Microsoft Word, Excel, PowerPoint, Outlook E-mail & Calendars, etc.