Administrative Assistant

About the role

The role involves providing dedicated administrative support to multiple executives while partnering closely with a collaborative network of administrative professionals across the broader organization.

Responsibilities

• Manage multiple complex executive calendars and scheduling priorities.
• Proactively identify scheduling conflicts, overlapping commitments, and priority conflicts.
• Coordinate calendar adjustments while balancing business needs and executive preferences.
• Anticipate upcoming scheduling demands and maintain forward-looking calendar planning.
• Schedule and coordinate meetings involving senior leaders, cross-functional teams, and external stakeholders.
• Partner with other administrative professionals to navigate competing priorities and secure meeting availability.
• Cook up meeting logistics, conference rooms, virtual meeting platforms, and supporting materials as needed.
• Arrange domestic and international travel accommodations.
• Prepare and process expense reports in a timely manner.
• Utilize Concur or similar travel and expense management platforms.
• Ensure compliance with company travel and expense guidelines.
• Provide direct administrative support to assigned executives and leadership team members.
• Aid in department communications, team coordination, and administrative requests.
• Learn and adapt to leadership preferences, communication styles, and business priorities.
• Build strong working relationships across the leadership team and broader organization.
• Collaborate closely with a team of experienced administrative professionals.
• Participate in administrative team meetings, knowledge-sharing sessions, and organizational initiatives.
• Serve as a trusted partner to leaders and stakeholders while maintaining confidentiality and professionalism.
• Leverage available resources and support networks to continuously improve effectiveness and efficiency.

Requirements

• 3+ years of administrative, executive assistant, or related support experience.
• Experience supporting multiple executives, senior leaders, or leadership teams simultaneously.
• Advanced proficiency with Microsoft Outlook, including complex calendar management.
• Experience coordinating meetings across multiple stakeholders and departments.
• Experience with travel booking and expense reporting systems.
• Strong organizational and time management skills.
• Excellent verbal and written communication skills.
• Ability to manage competing priorities in a fast-paced environment.
• Professional demeanor with strong relationship-building skills.
• Ability to exercise sound judgment and discretion when handling sensitive information.
• Experience supporting executives within a large corporate environment.
• Concur experience preferred.
• Experience supporting security, technology, operations, or corporate leadership teams.
• Familiarity with Microsoft Office Suite, including Word, Excel, PowerPoint, and Teams.
• Experience working within a hybrid work environment.

Qualifications

• High school diploma or equivalent.
• Proficiency with Microsoft Office Suite, including Word, Excel, PowerPoint, and Teams.
• Experience with travel booking and expense reporting systems.
• Strong organizational and time management skills.
• Excellent verbal and written communication skills.
• Ability to manage competing priorities in a fast-paced environment.
• Professional demeanor with strong relationship-building skills.
• Ability to exercise sound judgment and discretion when handling sensitive information.
• Experience supporting executives within a large corporate environment.
• Concur experience preferred.
• Experience supporting security, technology, operations, or corporate leadership teams.
• Familiarity with Microsoft Office Suite, including Word, Excel, PowerPoint, and Teams.
• Experience working within a hybrid work environment.

Skills

• Microsoft Outlook advanced calendar management.
• Meeting coordination and scheduling.
• Travel coordination and expense reporting.
• Organizational and time management skills.
• Verbal and written communication skills.
• Ability to manage competing priorities.
• Professional demeanor and relationship-building skills.
• Sound judgment and discretion.
• Experience supporting executives within a large corporate environment.
• Concur experience.
• Experience supporting security, technology, operations, or corporate leadership teams.
• Familiarity with Microsoft Office Suite.
• Experience working within a hybrid work environment.

Benefits

Everforth Apex offers a range of supplemental benefits, including medical, dental, vision, life, disability, and other insurance plans that offer an optional layer of financial protection. We offer an ESPP (employee stock purchase program) and a 401K program which allows you to contribute typically within 30 days of starting, with a company match after 12 months of tenure. Everforth Apex also offers a HSA (Health Savings Account on the HDHP plan), a SupportLinc Employee Assistance Program (EAP) with up to 8 free counseling sessions, a corporate discount savings program and other discounts. In terms of professional development, Everforth Apex hosts an on-demand training program, provides access to certification prep and a library of technical and leadership courses/books/seminars once you have 6+ months of tenure, and certification discounts and other perks to associations that include CompTIA and IIBA. Everforth Apex has a dedicated customer service team for our Consultants that can address questions around benefits and other resources, as well as a certified Career Coach. You can access a full list of our benefits, programs, support teams and resources within our ‘Welcome Packet’ as well, which an Everforth Apex team member can provide.