Executive Administrative Assistant

📋 Description

• Proactively oversee intricate executive calendars across various time zones while anticipating scheduling conflicts and adapting to shifting priorities.

• Coordinate a substantial number of internal and external meetings, including leadership discussions, cross-functional reviews, customer engagements, vendor briefings, off-site events, Zoom conferences, and one-on-one sessions.

• Organize meeting logistics, which encompass conference room arrangements, catering orders, presentation setups, agenda preparation, and note-taking assistance.

• Act as a dependable point of coordination among executives, leadership teams, customers, vendors, and business partners.

• Prepare agendas, briefing documents, presentation materials, and meeting summaries ahead of executive meetings.

• Ensure meetings have clearly defined objectives, context, and supporting documentation.

• Assist executives with follow-up action items and operational tracking.

• Manage complex travel arrangements, both domestic and international, including flight bookings, hotel accommodations, transportation, itineraries, and event logistics.

• Accurately prepare and submit expense reports in a timely manner.

• Process invoices, vendor payments, and collaborate with Finance on budget tracking and approvals.

• Collaborate closely with Business Operations teams to support organizational processes and executive priorities.

• Provide assistance with special projects, team initiatives, and event coordination.

• Support onboarding activities for new hires, including equipment requests, workspace preparations, onboarding schedules, and team coordination.

⛳️ Requirements

• Must possess fluent English skills in speaking, reading, and writing.

• A minimum of 5 years' experience as an Executive Assistant or Executive Administrator supporting VP-level leaders or higher.

• Experience in high-paced corporate, technology, marketing, or professional services environments.

• Strong organizational skills with the capability to manage multiple priorities simultaneously.

• Proven track record in handling highly complex calendars, executive communications, and confidential information.

• Excellent written and verbal communication capabilities.

• Strong problem-solving skills with a proactive, “one-step-ahead” approach.

• Experience in coordinating domestic and international travel logistics.

• High level of professionalism, discretion, and meticulous attention to detail.

• Advanced proficiency in Microsoft Outlook, Word, PowerPoint, Zoom, and expense management tools such as Concur.

• Comfortable utilizing AI-powered tools and technology to enhance productivity, workflow automation, communication, and operational efficiency.

🏝️ Benefits

• Opportunities for daily learning and development through a diverse range of programs.

• Internal digital platforms that encourage self-directed learning.

• Development programs focused on leadership skills.

• Specialized training tailored to the role.

• Learning experiences with both internal and external providers.

• Recognition programs for seniority, behavior, leadership, and significant life moments.

• Financial wellness initiatives designed to help you achieve your goals at all stages of life.

• A flexibility program that enables you to balance personal and work commitments.

• WellnessLine, discounts, scholarship programs for your children, and support plans for various life moments.