Executive Admin Assistant To Corporate VP (Hybrid)

About the role

The Executive Administrative Assistant will directly support the VP and Assistant Treasurer and support team on various administrative tasks. This role requires an experienced administrative assistant with approx. 6+ years of directly supporting senior leadership, preferably in a corporate business setting.

Responsibilities

• Manage executives’ calendars and travel logistics, including scheduling, coordinating, adjusting meetings, and preparing necessary materials;
• Process expense reports accurately and on time;
• Plan and coordinate periodic bank meetings, all‑hands sessions, and both onsite and offsite employee engagement events;
• Oversight and processing of all SAP invoice payments, ensuring timely submission, proper approval workflows, accurate logging, and secure filing of supporting documentation;
• Perform general office and administrative tasks, including data entry, maintaining contact lists, organizing files, arranging meetings, and handling incoming and outgoing correspondence;
• Notarize documents related to bank, insurance company, and other Treasury-related needs;
• Support the archiving and organization of Treasury legal agreements, including vendor contracts, banking documents, and insurance records;
• Handle bank correspondence by sending, receiving, and tracking required documentation in collaboration with Treasury and Risk Management teams;
• Partner with the Treasury Operations team to perform bank portal user maintenance and assist in collecting Know Your Customer (KYC) documentation required by banking partners;
• Maintain and regularly update a centralized database of banking contacts and related information;
• Develop, maintain, and update standard work documentation for all recurring processes;
• Aid in onboarding new hires, interns, and Finance Leadership Program participants; act as a liaison to technology support teams to help resolve basic system or access issues;
• Carefully monitor internal workflows, set deadlines, and proactively flag follow-ups to ensure smooth team operations;
• Provide backup administrative support to broader Treasury leadership as needed.

Qualifications

• You must have an AA/AS degree (or other 2-year post high school training)
• Typically requires 6 years of relevant experience
• Prior experience directly supporting a C-suite executive
• Strong project management and execution skills
• Microsoft Suite advanced proficiency (Word, PowerPoint, Excel, Outlook & Teams)
• Knowledge of SAP and Sharepoint is desired