Executive Administrative Assistant

📋 Description

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

• Facilitate a substantial number of internal and external meetings, including leadership sessions, cross-functional reviews, customer engagements, vendor briefings, off-site gatherings, Zoom calls, and one-on-one meetings.

• Organize the logistics for meetings, encompassing conference room bookings, catering orders, presentation arrangements, agenda preparation, and note-taking support.

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

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

• Ensure that meetings have clear goals, context, and necessary supporting documentation.

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

• Handle complex domestic and international travel arrangements, which include flights, hotel bookings, transportation, itineraries, and event logistics.

• Coordinate travel-related documentation, schedules, and vendor communications.

• Support executive participation in conferences, customer meetings, and company events.

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

• Process invoices and vendor payments while coordinating with Finance for budget tracking and approvals.

• Maintain organized records and administrative documentation.

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

• Assist with special projects, team initiatives, and event coordination.

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

• Coordinate onboarding for vendors and external agencies, including access requests and documentation.

⛳️ Requirements

• Must be fluent in speaking, reading, and writing English.

• 5+ years of experience as an Executive Assistant or Executive Admin supporting VP-level leaders or higher.

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

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

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

• Excellent written and verbal communication skills.

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

• Experience in coordinating domestic and international travel logistics.

• High degree of professionalism, discretion, and 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 variety of programs.

• Internal digital platforms that foster self-directed learning.

• Development programs tailored to leadership skills.

• Specialized training relevant to the role.

• Learning experiences with both internal and external providers.

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

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

• A flexibility program that facilitates a balance between personal and professional life.

• Family benefits including WellnessLine, agreements and discounts, scholarship programs for children, and aid plans for various life situations.