Executive Assistant Division President

We are seeking a highly experienced and proactive Executive Assistant who provides advanced tactical and strategic administrative support to upper-level executives within the organization. The role involves managing key records, compiling data for reports, preparing expense reports, handling executive presentations, owning executives’ calendars, scheduling complex meetings, acting as a gatekeeper for communications, managing executive travel, handling sensitive information with discretion, preparing detailed meeting agendas, and serving as a primary point of contact for stakeholders.

The position also coordinates administrative work across departments and creates statistical and analytic reports highlighting relevant insights.

This role is on‑site and/or must comply with the company Return‑to‑the‑office policy.

• Provides advanced tactical and strategic administrative support tasks for upper executive‑level employees, recognized as the top administrative employee in the department or division.
• Handles key records maintenance, data compilation for reports, expense report preparation, and executive briefing preparation.
• Owns executives’ calendars, schedules complex meetings, resolves calendar conflicts, prioritizes appointments, prepares detailed meeting agendas, takes minutes, follows up on action items, and anticipates future scheduling needs.
• Partners with the Chief of Staff on planning and prioritization; proactively collects meeting agendas and briefing documents, and provides scheduling and preparation recommendations.
• Acts as a gatekeeper, screening and prioritizing phone calls and emails, responding to routine inquiries, and drafting responses on behalf of executives.
• Manages and books all aspects of executive travel (air, hotel, ground transportation, itineraries), including international trips, visa applications, and travel budgets, and addresses last‑minute changes and emergencies.
• Handles sensitive and confidential information with discretion and maintains strict confidentiality protocols.
• Generates statistical and analytic reports for strategic planning in the administrative function and prepares presentations with relevant insights.
• Serves as a primary point of contact between upper executive‑level employees and internal/external stakeholders.
• Supports employee engagement and team operations by coordinating team communications, events, and other activities that strengthen collaboration and culture.
• Demonstrates a team‑player mindset by collaborating across the organization, pitching in to support the broader team, and sharing information proactively to enable smooth execution.
• Coordinates the administrative work within the department/division while working with other departments/divisions and companies.
• Coaches entry‑level executive assistants or administrative support staff of the administrative services department.

• High School Diploma/General Education Diploma (GED)/Higher Secondary education or commensurate work experience or demonstrated competence.
• 8+ years of related work experience, preferably in senior/advanced general administrative support, office services, or a related field.

• Administrative Support
• Calendar Management
• Customer Relationship Management
• Event Planning
• Executive Information Systems
• Expense Reports
• Microsoft Share Point
• Office Equipment
• Office Management
• Office Supply Management
• Organizational Charts
• Proofreading
• Purchasing
• SAP Concur (Travel And Invoice Software)
• Taking Meeting Minutes
• Travel Arrangements

• Effective Communication
• Results Orientation
• Learning Agility
• Digital Fluency
• Customer Centricity

• Impacts multiple departments and leads large, cross‑division functional teams or projects.

• Works on assignments that are highly complex in nature where a strong degree of initiative and technical knowledge is required to resolve problems.

The pay range for this position is $40 to $61 USD per hour (applies to United States of America candidates only). Pay varies by work location, job‑related knowledge, skills, and experience.

• Health insurance
• Dental insurance
• Vision insurance
• Long term/short term disability insurance
• Employee assistance program
• Flexible spending account
• Life insurance
• Generous time off policies, including;
• 4-12 weeks fully paid parental leave based on tenure
• 13 paid holidays
• 15 days paid time off (US benefits overview)

The compensation and benefits information is accurate as of the date of this posting. The Company reserves the right to modify this information at any time, with or without notice, subject to applicable law.