Executive Administrative Assistant - J0051617

About the role

This position is primarily responsible for providing administrative support to the executive team members and ensuring that their priorities are met while promoting a positive company image. The role also involves performing a wide range of administrative and clerical functions in a timely manner consistent with corporate policy and legal guidelines.

Responsibilities

• Professionally represent the executive team when greeting guests, organizing company events, reviewing correspondence, and responding to inquiries.
• Act as the point of contact among executives, employees, clients, and other external partners as needed.
• Maintain effective daily operations and suggest process improvements when necessary.
• Manage information flow in a timely and accurate manner.
• Manage executives’ calendars, schedule meetings, and assist in prioritizing time-sensitive matters.
• Plan and coordinate company events, executive travel, and meetings.
• Format information for internal and external communication—memos, emails, presentations, and reports.
• Develop itineraries and agendas, including scheduling flights, arranging transportation, and booking accommodations.
• Complete special projects as assigned by the executive, which may include creative problem-solving, progress oversight, collaboration with multiple departments, and extensive company research.
• Purchase and maintain inventory of office and coffee supplies.
• Actively seek to improve professional skills and capabilities through engagement in industry updates, educational opportunities, and membership in relevant professional organizations.
• Ensure legal compliance in all responsible tasks within the department.

Requirements

• Exceptional customer service skills and the ability to work with all levels of staff.
• Excellent knowledge of MS Office.
• Ability to use discretion and maintain confidentiality.
• Outstanding organizational and time management skills.
• Excellent interpersonal, verbal, and written communication skills.
• Detail- and deadline-oriented multitasker.
• Ability to make strong decisions under pressure.
• Perform job duties in an ethical and professional manner.

Qualifications

• High school graduate or equivalent required; Bachelor’s degree and/or professional certification preferred.
• 7+ years of prior work experience as an executive or administrative assistant, or similar role.

Working Conditions

• Physical Demands: Required to sit or stand for long periods of time. May occasionally lift and/or move up to 25 pounds.
• Travel: Domestic and international travel may be required as needed.