Executive Administrative Assistant

📋 Description

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

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

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

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

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

• Ensure that meetings have defined objectives, context, and necessary supporting documents.

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

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

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

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

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

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

⛳️ Requirements

• Proficiency in speaking, reading, and writing fluent English is required.

• A minimum of 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 environments is essential.

• Exceptional organizational skills with the capability to manage multiple priorities at once.

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

• Outstanding written and verbal communication skills are necessary.

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

• Experience in coordinating domestic and international travel logistics is important.

• A high degree of professionalism, discretion, and meticulous attention to detail is required.

• 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, automate workflows, improve communication, and increase operational efficiency.

🏝️ Benefits

• Opportunities to learn and grow daily through a wide array of programs.

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

• Development programs tailored to enhance Leadership skills.

• Specialized training relevant to the role.

• Learning experiences offered by both internal and external providers.

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

• Financial wellness programs designed to help you achieve your goals at every life stage.

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