Executive Administrative Assistant

Job Title

Executive Administrative Assistant

This part‑time Executive Administrative Assistant role provides high‑level support to senior leadership, including comprehensive calendar management, meeting coordination, travel arrangements, and expense reporting through SAP Concur. The position requires a proactive, detail‑oriented professional who can manage competing priorities, support executives in a fast‑paced environment, and handle sensitive information with discretion while working a flexible schedule.

• Manage complex executive calendars, including scheduling meetings, prioritizing conflicting requests, and coordinating logistics.
• Plan and coordinate internal and external meetings, including preparing agendas, assembling materials, and managing follow‑up actions.
• Arrange domestic and international travel, including booking flights, accommodations, ground transportation, and preparing detailed itineraries.
• Prepare and submit accurate and timely expense reports using SAP Concur.
• Reconcile corporate card transactions and track receipts to ensure compliance with company policies.
• Collaborate with accounting and accounts payable teams to resolve discrepancies or questions related to expenses.
• Provide day‑to‑day administrative support to executives and teams, ensuring smooth operations.
• Process invoices, purchase orders, and vendor payments within SAP or related systems.
• Maintain records, reports, and organizational documents with a high level of accuracy and organization.
• Coordinate company events, team meetings, and offsite activities, including logistics and materials.
• Serve as a primary point of contact for internal teams, leadership, and external partners.
• Facilitate cross‑functional communication to ensure alignment and effective collaboration across departments.
• Handle sensitive and confidential information with discretion and professionalism.
• Use tools such as Outlook, Microsoft Office, and Copilot to support communication, scheduling, documentation, and productivity.
• Provide executive support that anticipates needs, solves problems proactively, and enhances the efficiency of senior leadership.

• Proven experience providing executive administrative support in a fast‑paced environment.
• Strong calendar management skills, including managing complex schedules and prioritizing conflicting requests.
• Hands‑on experience with SAP Concur for preparing and submitting expense reports and reconciling corporate card transactions.
• Proficiency with SAP or similar systems for processing invoices, purchase orders, and vendor payments.
• Advanced proficiency with Microsoft Outlook for calendaring and email management.
• Proficiency with Microsoft Office applications for document creation, data tracking, and presentation support.
• Excellent organizational skills with strong attention to detail and accuracy.
• Strong written and verbal communication skills for interacting with executives, internal teams, and external partners.
• Ability to handle sensitive and confidential information with discretion.
• Ability to prioritize tasks, manage multiple deadlines, and adapt to changing needs.
• Experience coordinating meetings, events, and travel logistics for senior leaders.

• Experience supporting senior leadership or C‑level executives.
• Familiarity with using tools such as Copilot or similar productivity assistants.
• Demonstrated ability to thrive in a dynamic, fast‑paced environment.
• Proactive, resourceful, and solution‑oriented mindset.
• Strong interpersonal skills and the ability to build effective working relationships across departments.
• Comfort working part‑time with variable daily hours while maintaining consistent support to leadership.

This is a part‑time position offering flexible hours, with scheduling options such as five days per week at approximately five hours per day or three days per week at approximately six to eight hours per day. The role is 100% remote, enabling you to perform all responsibilities from a home or remote office environment. You will work closely with senior leadership and collaborate regularly with internal teams and external…