Executive Administrative Assistant

📋 Description

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

• Facilitate a high volume of both internal and external meetings, which include leadership gatherings, cross-functional reviews, customer discussions, vendor briefings, off-site events, Zoom meetings, and one-on-ones.

• Organize meeting logistics, such as conference room arrangements, food orders, presentation setups, agendas, and note-taking support.

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

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

• Ensure meetings possess 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, hotels, transportation, itineraries, and event logistics.

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

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

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

• Process invoices, vendor payments, and liaise with Finance regarding 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.

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

⛳️ Requirements

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

• Minimum of 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.

• Exceptional organizational skills with the ability to manage multiple priorities simultaneously.

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

• Excellent written and verbal communication abilities.

• 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 encourage self-learning.

• Development programs focusing 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, among others.

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

• A flexibility program that enables you to balance your personal and professional life, adapting your workday to your lifestyle.

• WellnessLine, numerous Agreements and Discounts, Scholarship programs for your children, Aid Plans for various life moments, and more.