Executive Administrative Assistant

About the role

This role provides high-level administrative and operational support to two senior APTM leaders. It operates in a fast-paced, complex environment requiring strong judgment, discretion, and organizational excellence.

Responsibilities

• Manage multiple executive calendars using sound judgment and strong business awareness; identify and proactively resolve conflicts while prioritizing critical meetings.
• Partner closely with the broader administrative community to coordinate complex meetings across deliverables, attendee availability, and multiple time zones.
• Prepare for meetings, record accurate meeting minutes when required, and actively participate in leadership meetings by tracking deadlines, key milestones, and important events.
• Cook up extensive logistics with both internal and external organizations, representing the organization professionally at all times.
• Arrange complex domestic and international travel in alignment with company travel policies.
• Support customer visits, departmental and quarterly events, webcasts, recognition activities, conferences, and face-to-face meetings; coordinate activities across teams and functions.
• Provide critical administrative support for urgent or ad hoc operational meetings, including emergency response or escalation events as needed.
• Manage foundational departmental logistics, including organizational charts, distribution lists, SharePoint sites, collaboration tools, internal communications platforms, and team operational needs.
• Work closely with cross-functional partner organizations to support business objectives while maintaining a high degree of confidentiality, discretion, and professional judgment.
• Receive, interpret, and assess the significance of information requests; take appropriate action and determine when to notify or involve leadership or staff.
• In the executives’ absence, ensure requests for action or information are triaged and routed appropriately.
• Manage multiple tasks simultaneously, adjusting priorities as business needs evolve.
• Exercise diplomacy, tact, and sound judgment when interacting with employees, leaders, suppliers, and external stakeholders at all levels.
• Improve the efficiency of administrative processes through strong organizational practices.
• Provide backup coverage for other administrative staff as needed and support onboarding, mentoring, and integration of new administrative team members.
• Contribute to building a strong administrative community by sharing best practices, supporting training efforts, and reinforcing consistent procedures and expectations.
• Coordinate tracking and periodic auditing of organizational workstations and PCs, maintaining accurate records and supporting compliance with operational and finance requirements.
• Facilitate new hire onboarding logistics by coordinating space allocation across multiple sites, ordering necessary equipment/peripherals, contributing to a welcoming and well-organized onboarding experience.
• Collaborate with administrative and/or operational staff to exchange data and information that enables budget planning and expense control.
• Manage the disbursement of funds and monetary awards for organization and department-level recognition programs, ensuring accuracy, timeliness, and compliance with company policies.

Qualifications

• High school diploma or GED with 7+ years of experience in related administrative roles.
• 5+ years of experience supporting multiple leaders in an administrative assistant capacity.
• 5+ years of experience using Microsoft Office applications including Outlook, Word, Excel, and PowerPoint.
• 1+ year of experience using common enterprise tools such as Workday, Concur, SharePoint, and collaboration platforms.