Executive Administrative Assistant

Executive Administrative Assistant

This Executive Administrative Assistant role provides high-level support to two leaders and a broader team of 43 members in a fast-paced, dynamic environment. You will manage complex calendars, coordinate meetings and events, support team operations, and handle a wide range of administrative tasks that keep the organization running smoothly. This position offers extensive exposure to leadership, opportunities for professional development, and the chance to collaborate with a strong community of administrators and employees across the organization.

• Provide executive-level support to two leaders, ensuring their time, priorities, and commitments are managed effectively.
• Own and manage complex calendars with a high degree of accuracy, including scheduling meetings, resolving conflicts, and aligning with leadership priorities.
• Coordinate and schedule internal and external meetings, including logistics, materials, and preparation for leaders and participants.
• Support possible travel arrangements and expense facilitation for leaders, including processing expense reports in a timely and accurate manner.
• Partner closely with team administrators and business partners to set priorities, align schedules, and ensure leaders are fully prepared for key engagements.
• Collaborate with peers across the organization to support a smooth operating model and consistent administrative practices.
• Plan, coordinate, and support large-scale events such as all-hands meetings, morale events, offsites, and other group meetings as needed.
• Manage space planning and team moves, including coordinating seating assignments and ensuring smooth transitions for team members.
• Own and maintain distribution lists and security groups, ensuring they are accurate, up to date, and aligned with team and organizational needs.
• Generate reports, such as headcount and other operational summaries, to support leadership visibility and decision-making.
• Support employee onboarding and offboarding by coordinating access, tools, resources, and communications for new hires and departing employees.
• Purchase equipment, services, and supplies as needed, and process related invoices in accordance with established procedures.
• Respond to policy questions from team members and help troubleshoot administrative and operational issues.
• Maintain highly organized records and information systems while upholding strict confidentiality of sensitive information.
• Prioritize leadership capacity by filtering requests, managing competing demands, and escalating issues when appropriate.
• Handle multiple tasks simultaneously while maintaining attention to detail, consistent follow-through, and timely completion of assignments.
• Adapt quickly to changing priorities and directions in a fast-paced environment, using sound judgment to make decisions and recommendations.
• Participate in special projects and other administrative initiatives as assigned to support the broader team and organization.

• 2–4 years of experience supporting leaders or executives, including direct executive assistant or executive administrative support responsibilities.
• 2–4 years of experience managing calendars and scheduling through Microsoft Outlook, including complex scheduling and conflict resolution.
• 2–4 years of experience with project management responsibilities, such as coordinating events, initiatives, or operational processes.
• Strong verbal and written communication skills, with the ability to interact professionally at all levels of the organization.
• Proven ability to multi-task and manage time effectively while handling multiple, competing priorities.
• Demonstrated ability to work independently with minimal supervision and to exercise good judgment in a variety of situations.
• Strong customer service orientation and interpersonal skills, with the ability to build effective working relationships.
• High level of organization and attention to detail, with the ability to keep information, tasks, and processes structured and up to date.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Proficiency with Microsoft Office and…