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, which includes leadership sessions, cross-functional reviews, customer discussions, vendor briefings, off-site gatherings, Zoom calls, and one-on-one meetings.

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

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

• Prepare agendas, briefing papers, presentation materials, and meeting summaries prior to executive meetings.

• Ensure meetings are equipped with clear objectives, context, and supporting documentation.

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

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

• Coordinate travel-related documentation, schedules, and communications with vendors.

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

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

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

⛳️ Requirements

• Must possess fluency in speaking, reading, and writing English.

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

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

• Strong organizational abilities with the capability to handle multiple priorities concurrently.

• Demonstrated experience managing highly complex calendars, executive communications, and confidential information.

• Exceptional written and verbal communication skills.

• Strong problem-solving skills with a proactive, forward-thinking mindset.

• Experience in coordinating travel logistics for both domestic and international trips.

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

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

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

🏝️ Benefits

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

• Access to internal digital platforms that encourage self-directed learning.

• Development programs tailored to Leadership skills.

• Specialized training specific 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 every stage of life.

• Flexibility program that enables you to balance personal and work life, adjusting your workday to fit your lifestyle.

• WellnessLine, numerous agreements and discounts, scholarship programs for your children, and aid plans for various life moments.