Executive Assistant

Job Description

JOB DETAILS

The Executive Assistant provides high-level administrative support requiring exceptional judgment, confidentiality, and professionalism. This role manages complex scheduling, travel, communication, and administrative functions for senior executives. The Executive Assistant serves as a key liaison between executives, internal leaders, employees, and external stakeholders. This position ensures the efficient operations of the executive office and represents the organization with discretion and professionalism at all times.

Essential Functions:

• Manage executive calendars, schedule meetings, coordinate commitments, and prepare daily agendas.
• Arrange domestic and international travel, including flights, ground transportation, lodging, and detailed itineraries.
• Prepare and distribute daily, weekly, and monthly reports for executives and leadership.
• Receive, prioritize, and manage incoming phone calls and messages for executives.
• Plan and manage corporate meetings and events, including all-hands meetings, employee events, and executive functions.
• Manage corporate mobile devices, including ordering, upgrades, replacements, and monthly invoice processing.
• Provide administrative support to senior leadership as needed, including document preparation and calendar coordination.
• Assist with office facilities coordination, including maintenance requests and communication with cleaning services.
• Maintain filing systems for contracts, agreements, and corporate documentation.
• Assist with onboarding, including training new employees on office systems and coordinating travel for candidates.
• Process travel documents such as passports and international visas.
• Support payroll and HR tasks, such as timekeeping submissions and new-hire system setup.
• Perform administrative tasks
• Coordinate contractor and vendor projects, verify invoice accuracy, and confirm receipts with Receiving to support timely AP processing.

Essential Qualifications / Experience:

• Minimum of five (5) years of executive-level administrative support experience.
• High school diploma or equivalent required; additional coursework in Microsoft Office applications, administrative science, or customer relations preferred.
• Familiarity with office administration practices and professional communication standards.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and general office technology.
• Demonstrated strength in written and verbal communication.
• Exceptional organizational skills, attention to detail, and consistent follow-through.
• Proven ability to prioritize tasks and manage multiple deadlines in a fast-paced environment.
• Effective interpersonal skills with the capacity to work well with diverse teams.
• Commitment to maintaining confidentiality and managing sensitive information with discretion.
• Demonstrated ability to plan, organize, and manage workload efficiently while proactively anticipating needs and resolving issues.
• Excellent interpersonal skills with the ability to build and maintain effective relationships with executives, employees, vendors, and external partners.

Salary range: $75,000 to $85,000

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