Executive Administrative Assistant

Responsibilities

• Book conference rooms for Marketing, Customer Planning, and Research & Development departments.
• Schedule meetings and conference calls for internal and external participants.
• Manage calendars and phone calls for Executive Leaders.
• Coordinate travel arrangements for leaders and new associates, including booking flights, hotels, and arranging car service.
• Prepare, maintain, and distribute documents; maintain confidential files and data; update the department contact list.
• Arrange lunch meetings by placing orders, setting up lunch, room, and cleaning up afterwards.
• Manage team expense reporting: itemize expenses, scan and attach receipts, supply missing receipt affidavit if needed.
• Assist with onboarding of new associates: order laptop, phone, other hardware, schedule orientation meetings, order corporate credit cards, and business cards.
• Arrange external meetings: shop for venues, handle catering requests, A/V and room requirements, lodging requests, etc.
• Help new vendors and consultants get proper documentation set up in the system.
• Order office supplies and send out UPS packages as needed.

• High school diploma required; BS or AS degree preferred.
• Combination of education, training, and experience that demonstrates competency to perform the work may be substituted.
• Minimum 6+ years of administrative experience, including support to three or more individuals simultaneously.
• Excellent communication and interpersonal skills.
• Ability to interact with individuals at all levels of the organization.
• Ability to organize and plan meetings at all levels and all aspects.
• Professional demeanor with the ability to maintain confidentiality.
• Ability to work independently with minimum direction.
• Must be able to multi‑task and prioritize needs of multiple individuals to ensure all team members receive timely support.
• Proficiency in Microsoft Office programs:
  Word, Excel, and PowerPoint.