Executive Assistant / Administrative Assistant. (1141288)

About the role

We are seeking a highly organized, proactive, and strategic Executive Assistant to support members of the Executive Leadership Team. In this role, you will serve as a trusted business partner, enabling executive leaders to operate at their highest level by managing priorities, driving efficiency, anticipating needs, and ensuring seamless day-to-day operations.

Responsibilities

• Serve as a trusted partner to assigned executives by anticipating needs, removing obstacles, and enabling leaders to focus on strategic priorities.
• Act as a gatekeeper, time advocate, and liaison by managing complex executive calendars, schedules, and competing priorities.
• Exercise sound judgment and maintain strict confidentiality when handling sensitive business information.
• Support executives in managing daily operations and strategic initiatives.
• Coordinate complex calendars, executive meetings, travel arrangements, conferences, and departmental activities.
• Prepare executives for meetings through proactive planning, agenda management, and organizational support.
• Manage meeting logistics, document action items, and ensure timely completion of follow-up activities.
• Cook up and coordinate domestic and international travel itineraries as needed.
• Draft, edit, and prepare executive correspondence, presentations, reports, and business communications with exceptional professionalism and accuracy.
• Research, compile, and organize information to support executive decision-making.
• Process expense reports and maintain organized documentation, records, and receipts.
• Maintain accuracy and consistency across executive materials and communications.
• Build and maintain trusted relationships across the organization and with external partners.
• Serve as a liaison between executives, internal departments, vendors, customers, and other stakeholders.
• Support executive participation in company meetings, events, and Brand Ambassador activities as needed.
• Collaborate with the Executive Assistant team to provide backup coverage and cross-functional support.
• Identify opportunities to improve administrative processes and increase executive productivity.
• Streamline workflows and implement best practices that enhance organizational efficiency.
• Maintain office resources, supplies, and operational readiness.
• Demonstrate flexibility to support occasional evenings, weekends, or holidays when business needs require.

Qualifications

• High School Diploma or equivalent required.
• Bachelor's degree preferred.
• 3+ years of experience supporting senior-level executives in a fast-paced business environment.
• Advanced proficiency with Microsoft Office Suite, including Outlook, Word, PowerPoint, and Excel.
• Exceptional organizational skills with the ability to manage multiple priorities simultaneously.
• Strong written and verbal communication skills.
• Demonstrated ability to handle confidential information with discretion, professionalism, and integrity.
• Proven ability to work independently while maintaining strong collaboration across teams.

Skills

• Executive Calendar Management
• Executive-Level Administrative Support
• Travel Coordination
• Meeting & Event Planning
• Microsoft Outlook
• Microsoft Word
• Microsoft PowerPoint
• Microsoft Excel
• Executive Communications
• Expense Report Management
• Relationship Management
• Project Coordination
• Organizational & Prioritization Skills
• Confidential Information Management