General Administration Executive Assistant

• Fast-paced, deadline-driven environment.

Position Overview:

The Executive Administrative Assistant (or Coordinator) provides high-level administrative and coordination support to the Senior Director of North America Operations. This role is responsible for managing calendars, travel, expenses, and follow-through while serving as a professional first point of contact to reduce operational noise and ensure efficient execution.

This position is ideal for a highly organized, detail-oriented professional who thrives in structured environments, values professionalism, and takes pride in flawless execution.

• Fast-paced, deadline-driven environment.
• Requires discretion, adaptability, and consistent professionalism.
• Role may require flexibility to support multiple time zones within the Americas.

• Executive calendars are well-managed, realistic, and protected.
• Administrative tasks are completed accurately and on time.
• Follow-ups and reminders reduce last-minute requests and missed deadlines.
• The Senior Director experiences a meaningful reduction in day-to-day administrative noise.
• Stakeholders experience professional, efficient interactions.

Executive Administrative Support

• Manage complex calendars across multiple time zones, ensuring clear scheduling, priorities, and preparation.
• Coordinate domestic and international travel, including itineraries and logistics.
• Prepare, submit, and track expense reports accurately and on time.
• Maintain spreadsheets, trackers, and administrative records using Google Suite.
• Compose and prepare correspondence and other professional communications. Support meeting logistics, including scheduling, materials preparation, minutes documentation, and follow-ups.
• Prepare PowerPoint/Google Slides presentations to support leadership presentations and meetings.
• Coordinate development of I  (Investor Business Review) and Client Visit decks, including research, compilation, notes documentation, and follow‑up tasks.
• Coordinate onsite visitors and meetings.
• Manage catering orders for onsite events
• Assist with onsite and offsite engagement activities and activity coordination

Follow-Up & Execution Tracking

• Track action items, commitments, and deadlines from meetings.
• Send reminders and follow-ups to ensure timely completion.
• Research, prioritize, and follow up on incoming issues and concerns, including those of a sensitive or confidential nature.
• Prepare verbal or written status summaries for the Senior Director.
• Flag overdue or incomplete items for escalation when needed.
• Maintain visibility to sensitive and confidential information as essential to effective tracking and follow-up execution.

Communication & Coordination

• Serve as the first point of contact for administrative and logistical inquiries.
• Route requests to the appropriate teams using defined processes and guidelines.
• Coordinate with internal teams such as HR, Finance, Facilities, IT, and Operations for administrative matters.
• Communicate professionally with leaders and team members while maintaining appropriate boundaries.
• Build and maintain professional relationships with stakeholders, including staff and external partners.

Professional Standards & Confidentiality

• Handle sensitive information with discretion and professionalism.
• Maintain a calm, organized, and respectful presence in a fast-paced environment.
• Avoid involvement in office politics or employee relations matters.

• 2+ years of experience in an administrative, executive assistant, or office coordination role.
• Strong organizational skills with the ability to manage multiple priorities.
• Proficiency in Google Workspace and/or Microsoft 365; including spreadsheets and word processing
• Clear, professional communication skills (verbal and written).
• Demonstrated ability to follow processes, meet deadlines, and manage details accurately.
• Ability to work independently and under pressure.
• Ability to exercise good judgment in a variety of situations.
• Ability to articulate complex issues in an easy to understand manner.
• Strong interpersonal skills and ability to build relationships with…