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.

Responsibilities

+ 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.

Essential Skills

+ 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…