Executive Administrative Assistant

Executive Administrative Assistant / Office Administrator

The Executive Administrative Assistant / Office Administrator serves as a central support hub for the Executive Team while overseeing the smooth daily operation of the office. This role blends high-level executive support with essential administrative, reception, and office coordination duties to ensure efficiency, organization, and a positive workplace experience.

Executive Support

• Manage and coordinate executive calendars, meetings, and scheduling needs.
• Aid in preparing agendas, meeting materials, presentations, and follow-ups.
• Coordinate executive travel arrangements, itineraries, and logistics as needed.
• Support expense report submission and tracking for executive team members.
• Maintain and update confidential files, documents, and executive reference materials.

Office Administration & Operations

• Serve as the primary receptionist: answer the main phone line, route calls, respond to inquiries, and complete customer intake.
• Greet visitors, clients, and vendors while ensuring proper check-in and a positive first impression.
• Maintain organization and general cleanliness of shared spaces including the lobby, meeting rooms, and common areas.
• Oversee general office supply inventory, ordering, and break-room stock.
• Assist with mail intake, sorting, and distribution across departments.
• Manage company badge assignment and access requests.
• Cookordinate use and scheduling of shared conference rooms.

Administrative and Finance Support

• Support basic bookkeeping and data entry, including vendor bill entry, purchase orders, and invoice routing for Live Production Team.
• Aid in company purchasing and coding for internal tracking.
• Help coordinate company travel needs for employees and project teams.

General Responsibilities

• Maintain a high level of confidentiality, professionalism, and discretion in all interactions.
• Follow administrative procedures, company policies, and executive directives.
• Perform additional administrative duties and projects as requested by leadership.

Qualifications:

• A High School Diploma or equivalent required; additional education in administration or business preferred.
• 2+ years of administrative, office, or executive support experience.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Experience with office management or administrative software is a plus.
• Strong organizational skills with the ability to manage multiple tasks and priorities.
• Excellent verbal and written communication skills.
• Ability to handle sensitive information with integrity and discretion.
• Customer-focused, professional demeanor with strong interpersonal skills.
• Comfortable working in a fast-paced environment with shifting needs and deadlines.

Role Characteristics

• Hightly detail-oriented and thorough.
• Adaptable and resourceful.
• Comfortable interacting with staff, leadership, and external partners.
• Proactive problem-solver able to anticipate needs before they arise.

Additional Requirements

• Must maintain a valid driver’s license and be eligible for company-approved travel.
• Must be able to work flexible schedules to support executive and office needs.

Company Benefits

• Aetna Health, Dental, & Vision Insurance
• Flexible Time Off Program
• Paid Holidays
• John Hancock 401(k) Retirement Plan
• Company-Paid Life Insurance
• Aflac Supplemental Insurance
• Robust Employee Assistance Program
• Dependent Care FSA Program
• CE Allowance
• ...and more!