Executive Administrative Assistant

The Executive Administrative Assistant provides advanced administrative support for an executive leader and staff and is responsible for managing complex calendars, coordinating conferences and meetings, and preparing high-quality materials such as presentations, spreadsheets, and reports. Additionally, this role involves processing monthly time and expense reporting, maintaining filing and organization systems, and completing special projects as needed. Possess excellent communication and organizational skills, with the ability to interact effectively with individuals at all levels within and outside of the Company in a professional and confidential manner.

• Provide advanced, diversified and confidential administrative support for the executive leader and staff.
• Receive, screen and handle correspondence, much of which is confidential or sensitive in nature.
• Coordinate conferences and meetings and perform complex calendar management including managing and communicating all meeting logistics and agendas to involved parties.
• Compose and proofread correspondence and produce high-quality materials such as presentations, spreadsheets and reports.
• Manage expense reports, budget and administrative compliance.
• Create and maintain computer and paper-based filing and organization systems.
• Maintain knowledge of organization policies, procedures and resources.
• Complete or participate in special projects as needed.
• Interact effectively with individuals at all levels within and outside of the Company in a professional and confidential manner.
• Anticipate executive needs and proactively resolve operational challenges.

• 5+ years diversified administrative experience, including one or more years of progressively responsible experience
• Advanced proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint and Teams.
• Ability to produce executive-ready materials in SharePoint, One Drive and the Microsoft 365 suite accurately and on short timelines.
• Experience leveraging organizational skills to support management team and client needs, focusing on execution, accuracy and efficiency.
• Must be able to work flexible hours/schedule to meet business needs.
• Demonstrated experience using AI integrated with the Microsoft suite, to solve business problems and improve efficiency (for example, summarizing email and meeting content, drafting correspondence, analyzing data in Excel and building presentations).
• Working knowledge of Claude Desktop, including effective prompting and the use of Claude Projects to support executive workflows.
• Sound judgment in the responsible use of AI, including protecting confidential information and validating AI-generated output for accuracy of names, numbers and dates.
• Working financial acumen, including the ability to read, reconcile and summarize budgets, expense reports and financial data, and to support timely and accurate time and expense processing.

• Advanced Microsoft 365 skills, including Excel (Pivot Tables, XLOOKUP, advanced formulas, Power Query and basic financial modeling), PowerPoint materials suitable for CEO and board audiences, long-form Word documents, and SharePoint and Teams site management.
• Demonstrated use of AI integrated with the Microsoft suite to solve operational problems, such as consolidating inbox, calendar and meeting information into daily briefings and turning raw data into executive summaries.
• Strong financial acumen, including budget tracking, variance analysis, expense and invoice review, and preparing concise financial summaries for executive review.
• Advanced proficiency with Claude Desktop, including creating and managing Claude Projects (custom instructions and knowledge files),…