Executive Administrative & Training Assistant

About the role

The Executive Administrative & Training Assistant provides high-level administrative and operational support to a group of functional Vice Presidents while also coordinating training programs and business events. This role is responsible for managing complex schedules, supporting communication and documentation, and ensuring seamless execution of meetings, training sessions, and conferences.

Responsibilities

• Manage complex calendars, including prioritizing meetings, resolving scheduling conflicts, and coordinating across time zones
• Schedule, organize, and maintain meetings using Outlook, including managing distribution lists
• Prepare, process, and track expense reports
• Cook, coordinate domestic and international travel, including itineraries, accommodations, and logistics
• Answer and route incoming calls with professionalism and efficiency
• Draft, edit, and prepare presentations, reports, and correspondence using Microsoft Office and Adobe tools
• Maintain electronic filing systems, including contracts and pricing agreements, ensuring proper setup and signature collection
• Arrange travel, accommodations, and related logistics for visitors, trainers, and event participants
• Support the development and distribution of training materials, agendas, and follow-up documentation
• Track training attendance, evaluations, and completion records

Requirements

• High school diploma or equivalent
• 5+ years of experience providing administrative support, including support to senior leadership
• Advanced proficiency in Microsoft Office Suite (Outlook, PowerPoint, Word, Excel)
• Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment
• Exceptional attention to detail and accuracy
• Strong written and verbal communication skills
• Able to work independently, exercise sound judgment, and proactively solve problems
• Able to remain flexible and effective during high-volume periods or large-scale events
• Strong interpersonal skills and ability to collaborate with stakeholders at all levels
• Able to handle confidential information with discretion and professionalism
• Experience supporting meetings, events, or training coordination
• Willingness to support activities outside standard business hours during peak events or conferences

Qualifications

• Associate’s degree or equivalent experience
• Coursework or certifications in business administration or a related field
• Experience supporting training programs, customer engagement events, or corporate conferences

Skills

• High school diploma or equivalent
• 5+ years of experience providing administrative support, including support to senior leadership
• Advanced proficiency in Microsoft Office Suite (Outlook, PowerPoint, Word, Excel)
• Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment
• Exceptional attention to detail and accuracy
• Strong written and verbal communication skills
• Able to work independently, exercise sound judgment, and proactively solve problems
• Able to remain flexible and effective during high-volume periods or large-scale events
• Strong interpersonal skills and ability to collaborate with stakeholders at all levels
• Able to handle confidential information with discretion and professionalism
• Experience supporting meetings, events, or training coordination
• Willingness to support activities outside standard business hours during peak events or conferences

Benefits

• Comprehensive health insurance plans
• Dental and vision coverage
• An Employee Assistance Program
• Profit sharing retirement
• Tuition reimbursement
• Employee resource groups
• Recognition programs
• Flexible time off plans, including paid parental leave (maternal and paternal), vacation, and holiday leave

Pay

Compensation is commensurate with experience.

Schedule

Hours are typically 9:00 AM - 5:00 PM, Monday through Friday.