Executive Administrator Assistant

Responsibilities

• Calendar Management: Maintain and manage the CEO’s complex calendar, including scheduling meetings, appointments, travel, and calls across multiple time zones.
• Microsoft Office Expertise: Create, edit, and format professional slide presentations in Microsoft PowerPoint. Advanced use of Word, Excel, and Outlook is essential for documentation, communication, and data analysis.
• Meeting Coordination: Prepare agendas, meeting materials, and take clear, actionable notes. Manage follow-ups and ensure all logistics are handled efficiently.
• Luncheon and Event Planning: Organize executive luncheons, board meetings, off-sites, and special events, often involving senior stakeholders and clients.
• Expense Reporting: Prepare and reconcile expense reports accurately and in compliance with company policies and procedures.
• Travel Management: Coordinate detailed domestic and international travel, including itineraries, accommodations, and logistical support.
• Communication Support: Draft and review professional correspondence, handle sensitive information confidentially, and act as a liaison on behalf of the CEO.
• Administrative Support: Provide general administrative tasks such as document preparation, filing, and office organization. Serve as the first point of contact for internal and external stakeholders interacting with the CEO's office.

Qualifications

• Minimum 5+ years of experience supporting C-level executives in a fast-paced environment.
• Expert-level proficiency in Microsoft Office Suite, especially PowerPoint, Outlook, Excel, and Word.
• Outstanding organizational and multitasking skills with high attention to detail.
• Excellent communication skills, both written and verbal.
• Strong interpersonal skills with a professional, diplomatic demeanor.
• Proven ability to handle confidential information with discretion.
• Self-starter with a proactive and flexible approach to tasks and challenges.

Preferred Qualifications

• Previous experience in the aerospace, defense, or technology sector.
• Familiarity with tools such as Emburse, Zoom, Microsoft Teams, and SharePoint.
• Bachelor’s degree or equivalent combination of education and professional experience.