Executive Administrative Assistant

Executive Administrative Assistant

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…