Executive Administrative Assistant

About the role

Ruveon is a visionary organization dedicated to making 'Health for all, Hunger for none' a reality through innovative solutions. We seek an Executive Assistant who is passionate about making a meaningful impact and eager to work in a dynamic, collaborative team.

Responsibilities

• Provides comprehensive administrative support to executives, ensuring confidentiality and professionalism.
• Manages calendars, schedules meetings, and organizes travel arrangements.
• Prepares correspondence, reports, and presentations using various business software.
• Edits, proofs, and formats documents as needed.
• Screens calls and messages, managing interactions with internal and external sources.
• Maintains files and records, ensuring efficient organization.
• Affirms and implements secretarial standards and practices for the organization.
• Handles confidential business and personnel information with discretion.
• Assembles and analyzes information, prepares reports, manuals, agendas, correspondence, and memoranda as guided by general company practice.
• Processes expense reports and invoices; manages Accounts Payable in coordination with accounting/finance/AP/vendors; orchestrates purchase orders, service entries, contracts, and capital project submissions in SAP or equivalent.
• Manages complex calendars across time zones.
• Organizes meetings, conferences, and events; drafts agendas for broader communications; manages RSVPs and tracking; coordinates logistics (venues, catering, equipment), ensuring activities align with company safety, compliance, and sustainability policies.
• Organizes business travel end-to-end; develops itineraries and agendas; books air/rail/ground transportation and lodging.
• Prepares materials in final form from very rough and involved drafts, which may utilize frequent use of technical terminology and combine materials from several sources.
• Collaborates with other assistants to share and coordinate workload.
• Supports, trains, and up-skills junior colleagues.
• Performs additional accountabilities as required.

Qualifications

• High school diploma (Associates preferred).
• Proven experience as an Executive Assistant or in a similar administrative role in a fast-paced environment.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Strong organizational skills and ability to manage competing priorities.
• Excellent interpersonal skills and the ability to communicate effectively with employees at all levels of the organization.
• High level of discretion and confidentiality in handling sensitive information.

Preferred Qualifications

• 8 years of relevant experience with HS Diploma or Associate’s degree with 6 years’ relevant experience.
• Familiarity and experience with AI tools and technologies that can enhance administrative processes and support efficiency improvements.
• AI Literacy & Curiosity: Demonstrated experience using public AI chatbots (e.g. ChatGPT, Gemini, Claude) for professional tasks (e.g. drafting, summarization, and research).
• Curiosity and willingness to learn about new technologies that can improve administrative workflows.
• Ability to write clear and concise instructions for technical tasks and for AI prompts to get desired results.
• Experience with SAP and Concur or other similar ERP and travel management systems.

Benefits

• Employees can expect to be paid a salary between $64,072.57 - $96,108.85.
• Additional compensation may include a bonus or incentive compensation (if relevant).
• Additional benefits include health care, vision, dental, retirement, PTO, sick leave, etc.