Executive Administrative Assistant

• Calendar Management – Diligent, pro-active management of complex agenda and setting of meetings across all time zones
• Schedule, track client meetings and support, including Board and Regulatory meetings
• Domestic and International Travel arrangements, expense claims, expedited travel services
• Coordinate and effectively manage Microsoft Teams video conferences and weekly team-wide calls
• Preparation and coordination of departmental meetings, events, and Town Halls.
• Creating, editing and preparing emails, organization charts and presentations.
• Managing logistics/schedules for visitors and supporting senior executives during their visits.
• Management of incoming and outgoing communications
• Maintain and create e-mail distribution lists in Outlook
• Completion of any reasonable projects or tasks, as requested by management.
• The staff member will make use of several application systems including:
  • iValua/MyPortal– Supplies and IT Procurement.
  • MyIAM – Approve Identity & Access Rights to various platforms on behalf of Manager
  • Concur – Travel scheduling, expense reporting, and review of Manager’s direct reports expense submission for approval.
  • Outlook
  • Microsoft Office Suite

• Manage scheduling and calendar management for executives.
• Arrange travel arrangements, accommodations, and itineraries.
• Prepare documents and presentations for board or client meetings.
• Maintain records and ensure confidential files are organized.
• Handle expense reports and budget tracking.

• Act as the first point of contact for internal and external stakeholders.
• Draft and edit emails, letters, and correspondence with strong written
• Coordinate information flow between departments to maintain clarity and alignment.

• Oversee multiple projects simultaneously and track progress toward milestones.
• Assist with event planning and team initiatives.
• Improve workflow efficiency through organization and clear prioritization.

These responsibilities require exceptional organizational skills, time management, and attention to detail—traits that transform a good assistant into a great one.

• Proficiency in Microsoft Office (Outlook) and other productivity tools (iValua/MyPortal– Supplies/Concur and IT Procurement).
• Experience with project management and expense reporting software.
• Competence in calendar management, travel arrangements, and administrative support systems.

• Strong written and verbal communication.
• Adaptability under pressure and problem-solving mindset Collaboration with senior executives, team members, and clients.
• High degree of organizational skills and time management.