Executive Administrative Assistant

Job Title:

Executive Administrative Assistant

Job Description

This Executive Administrative Assistant role provides high-level support to an Executive Vice President and a broader team across Corporate and Business Development functions. You will serve as a trusted partner responsible for managing complex schedules, coordinating domestic and international travel, handling sensitive information, and supporting executive operations. The position requires a highly organized, proactive professional who can make sound decisions independently and thrive in a fast-paced environment where confidentiality and discretion are essential.

This role follows a hybrid work arrangement and requires in-office presence when the executive leader is onsite.

Responsibilities

+ Manage complex executive calendars, including scheduling meetings, prioritizing appointments, and resolving scheduling conflicts across multiple time zones.

+ Coordinate domestic and international travel arrangements, including flights, accommodations, ground transportation, and detailed itinerary management.

+ Prepare meeting agendas, presentations, reports, correspondence, and other executive-level communications to support key business initiatives.

+ Screen and prioritize incoming communications, requests, and meeting invitations, ensuring the executive's time is used effectively.

+ Support executive decision-making by gathering information, conducting research, and organizing critical business materials.

+ Handle confidential and highly sensitive information with professionalism, discretion, and integrity.

+ Provide administrative support to an executive leadership team of up to 10 individuals across Corporate and Business Development functions.

+ Coordinate team meetings, leadership meetings, and special projects, including logistics, materials, and follow-up actions.

+ Manage expense reporting and reimbursement processes using Concur, ensuring accuracy and timely submission.

+ Assist with office operations, including record management, document filing, and coordination of office supplies.

+ Prepare reports, spreadsheets, financial documents, presentations, and other business materials as needed to support executive and team activities.

+ Support internal communications and cross-functional coordination efforts to ensure alignment and smooth operations.

+ Act as a trusted extension of the executive by exercising strong judgment and making informed decisions with minimal direction.

+ Anticipate needs, identify potential issues, and proactively resolve scheduling, logistical, and operational challenges.

+ Maintain strict confidentiality regarding executive activities, travel schedules, business initiatives, and external partnership discussions.

+ Ensure executive calendar details, travel plans, and sensitive business activities are shared only on a need-to-know basis.

Essential Skills

+ High school diploma or GED.

+ 5-7 years of administrative support experience, preferably supporting senior executives or executive leadership.

+ Strong proficiency with Microsoft Outlook for calendar and email management.

+ Strong proficiency with Microsoft Excel and Word for documents, reports, and spreadsheets.

+ Proficiency with Power BI for viewing and working with business data and reports.

+ Proficiency with Concur for expense reporting and reimbursement processes.

+ Experience coordinating domestic and international travel, including complex, multi-time-zone itineraries.

+ Ability to manage multiple priorities simultaneously in a fast-paced environment.

+ Strong organizational and time-management skills with a high level of attention to detail.

+ Demonstrated ability to handle confidential information with professionalism, discretion, and integrity.

+ Proven experience providing executive support and executive administrative support.

+ Demonstrated strength in calendar management and administration.

+ Effective written and verbal communication skills for preparing executive communications and coordinating with stakeholders.

Additional

Skills & Qualifications

+ Experience supporting Executive Vice Presidents, C-suite leaders, or senior executive teams.

+ Experience supporting Corporate, Business Development, Strategy, or Executive Leadership functions.

+ Prior experience coordinating across multiple stakeholders and departments in a corporate environment.

+ Experience working with sensitive business information, executive communications, and confidential projects.

+ Ability to act as a trusted partner to executive leadership, exercising sound judgment and independent decision-making.

+ Comfort working with cross-functional teams and internal communications to support business initiatives.

Work Environment

This role operates in a hybrid work environment, with an expectation that you will be in the office when the executive leader is onsite. You will provide administrative support to an Executive Vice President and a team of approximately 10 corporate and business development professionals. The position…