Job ID: Jo1713

Location: On-Site

Schedule: Standard business hours, Monday through Friday

Duration:  Long-term assignment

Position Summary:

We are seeking a highly organized and proactive Executive Administrative Assistant to support senior leaders in a fast-paced, professional environment. This role serves as a key administrative partner, helping improve leadership effectiveness through calendar management, operational coordination, and excellent administrative support.

• Manage complex and frequently changing executive calendars, prioritizing critical business needs.
• Coordinate domestic and international travel, including flights, accommodations, ground transportation, and required travel documentation.
• Prepare, review, and submit expense reports in accordance with company policies and timelines.
• Plan and coordinate meetings, including agendas, presentation materials, logistics, and follow-up actions.
• Support internal and external meetings, customer visits, conference room setup, and catering arrangements.
• Serve as a point of contact for incoming communications, ensuring appropriate prioritization and timely responses.
• Maintain organizational charts, contact lists, departmental records, and other administrative documentation.
• Manage collaboration sites and assist with access requests, content updates, and user permissions.
• Coordinate with internal stakeholders, leadership teams, vendors, and external partners.
• Manage multiple projects and priorities while meeting established deadlines.
• Assist with purchase orders, invoice tracking, and vendor coordination.
• Support general office operations, including supplies, workspace coordination, and administrative needs.
• Identify and recommend process improvements that increase administrative efficiency.
• Maintain professionalism, confidentiality, and discretion when handling sensitive information.

Required Education and Experience

• Bachelor’s degree or equivalent combination of education and relevant professional experience.
• Significant experience providing administrative support to senior leaders.
• Demonstrated experience managing complex calendars, travel arrangements, meetings, and competing priorities in a fast-paced environment.

Skills and Competencies

• Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, and other workplace collaboration tools.
• Strong organizational and time-management skills with excellent attention to detail.
• Ability to work independently, exercise sound judgment, and maintain productivity with limited supervision.
• Proactive and solution-oriented approach to problem-solving.
• Strong written and verbal communication skills.
• Ability to work effectively with employees, leaders, customers, and external partners.
• Professional, positive, and approachable communication style.
• Ability to prioritize competing demands and support multiple stakeholders.
• Adaptability and resilience in a changing, high-pressure environment.
• Strong ownership, accountability, and commitment to delivering quality results.