Executive Administrative Assistant (contract)

Job Responsibilities

• Manage complex executive calendar scheduling, including prioritization of meetings, conflicts resolution, and proactive planning across multiple time zones
• Orchestrate and coordinate executive meetings with internal leaders, external partners, and customers, ensuring all logistics are organized and materials are prepared
• Coordinate domestic and international travel across the Americas region, including flights, hotels, ground transportation, and detailed itineraries
• Manage and submit expense reports and travel-related expense approvals on behalf of the executive
• Partner closely with the Chief of Staff to keep the executive informed and aligned on organizational priorities, awards, and key initiatives
• Aid in internal communications and executive correspondence, including preparation of memos, reports, letters, and other documents
• Prepare agendas and make logistical arrangements for committee, team, and stakeholder meetings both in-person and virtually
• File and retrieve corporate documents, records, and reports in an organized and confidential manner
• Read and analyze incoming memos, submissions, and reports to determine significance and coordinate appropriate distribution

Requirements

• 5 to 7 years of administrative or executive support experience required
• Prior experience directly supporting a senior executive or C-level leader highly preferred
• Demonstrated experience managing executive-level travel arrangements across multiple regions
• Experience supporting both internal and external communications in an executive meeting context
• Experience with expense management and submission processes preferred
• Associate's or Bachelor's degree in Business Administration or a related field is a plus
• Advanced proficiency with Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook
• Strong complex calendar management and meeting orchestration capabilities
• Strong experience coordinating executive-level domestic and international travel and logistics
• Excellent verbal and written communication skills with the ability to draft and manage executive correspondence
• Demonstrated ability to support both internal and external executive communications and meetings
• Strong interpersonal skills with the ability to collaborate effectively across cross-functional and cross-regional teams
• Strong organizational skills with meticulous attention to detail
• Customer service orientation with a professional and proactive approach

Additional Details

Location: Remote
Duration: 11 months
Pay Range*: $34.50 - $39 per hour
Weekly Schedule: 40 hours
Job Status: Non-Exempt