Executive Assistant Senior

Brief Overview

The Senior Executive Assistant is responsible for performing a variety of administrative support functions for senior executive management, ensuring smooth office operations, and modeling appropriate behavior aligned with the organization’s Mission, Vision, and Values.

• Perform a wide variety of administrative duties to support the work of the senior executive and staff, including answering the telephone, screening calls, processing mail, and forwarding messages.
• Prepare requisitions, order supplies and equipment for the office, and maintain proper functioning of office equipment.
• Assist the senior executive in monitoring and controlling the budget by maintaining office supply expenses, subscriptions, travel, etc., and recording expenditures for assigned cost centers.
• Create and maintain effective workflow and communications, handling projects and tasks simultaneously.
• Act as an administrative liaison for the executive and staff, making appropriate decisions in their absence.
• Maintain confidentiality, tact, and respect at all times.
• Manage complex calendars, schedule and coordinate meetings, appointments, and travel arrangements for the senior executive and staff.
• Manage meeting materials and documentation, including agenda planning, note taking, synthesizing outcomes, and distribution of materials and follow‑on action items.
• Prepare and/or review, format, and proofread correspondence, reports, presentation materials, and other documents to ensure accuracy and completeness.
• Establish and maintain efficient filing systems for departmental and confidential materials.
• Perform other job functions as requested or needed.

• High School Diploma or Equivalent

• Progressive office administrative experience supporting senior leadership, directors or multiple managers for 5–7 years.

• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) or other relevant software.
• Ability to understand and compose moderately complex written materials.
• Typing speed of 55–65 words per minute.
• Ability to work without close supervision, exercise independent judgment, and communicate effectively with high‑level personnel with tact, diplomacy, and good judgment.
• Ability to operate standard office equipment and perform basic arithmetic calculations.
• Strong organizational skills and ability to prioritize multiple tasks seamlessly with excellent attention to detail.
• Strong interpersonal skills and ability to build relationships with internal executives, other departments, and external clients or vendors.
• Ability to handle confidential information with discretion.
• Experience providing complex administrative support in a high‑profile environment with tact and diplomacy.
• Ability to take initiative, anticipate needs, and determine urgent matters that require attention.

• No supervisory or lead responsibilities assigned to this job.

• Physical activities may include climbing, pushing, standing, hearing, walking, reaching, grasping, kneeling, stooping, and repetitive motion.
• Requires good balance and coordination.
• May require exerting up to 25 lbs. of force occasionally or up to 10 lbs. of force frequently.
• Requires close visual acuity for tasks such as preparing and analyzing data, transcribing, viewing a computer terminal, or extensive reading.
• Typically performed under general office conditions; not substantially exposed to adverse environmental conditions.
• Occasional travel to other facilities may be required.