Executive Administrative Assistant

📋 Description

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

• Facilitate a high volume of both internal and external meetings, including leadership discussions, cross-functional reviews, client meetings, vendor briefings, off-site events, Zoom sessions, and one-on-one interactions.

• Arrange meeting logistics such as conference room bookings, catering orders, presentation setups, agendas, and note-taking assistance.

• Act as a reliable coordination point among executives, leadership teams, clients, vendors, and business partners.

• Prepare agendas, briefing documents, presentation materials, and meeting summaries prior to executive gatherings.

• Ensure meetings have well-defined objectives, context, and relevant supporting documentation.

• Manage intricate domestic and international travel arrangements, encompassing flights, accommodations, transportation, itineraries, and event logistics.

• Process invoices and vendor payments while coordinating with the Finance team regarding budget tracking and approvals.

• Assist with onboarding processes for new hires, including equipment requests, workspace setup, onboarding schedules, and team coordination.

• Submit and manage IT and Help Desk requests as necessary.

⛳️ Requirements

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

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

• Background in fast-paced corporate, technology, marketing, or professional services settings.

• Exceptional organizational skills, capable of managing multiple priorities at once.

• Proven experience managing highly complex calendars, executive communications, and sensitive information.

• Outstanding written and verbal communication abilities.

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

• Experience in coordinating domestic and international travel arrangements.

• High degree of professionalism, discretion, and attention to detail.

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

• Comfortable utilizing AI-powered tools and technology to enhance productivity, automate workflows, improve communication, and increase operational efficiency.

🏝️ Benefits

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

• Access to 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 celebrating seniority, behavior, leadership, and significant life events.

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

• A flexible program that enables you to balance personal and professional life, adapting your work schedule to fit your lifestyle.

• Additional benefits including our WellnessLine, numerous agreements and discounts, scholarship programs for children, and aid plans for various life events.