Executive Assistant

About the role

Our client is seeking a highly organized and proactive Executive Assistant to support senior leadership within its Facilities and Office Operations functions. This position will provide administrative and operational support across facilities, office services, document management, fleet, reprographics, and front-office operations.

Responsibilities

• Provide administrative and coordination support for departmental projects and initiatives
• Track deadlines, deliverables, and action items to keep projects on schedule
• Coordinate employee onboarding and offboarding, including workspace assignments, office moves, equipment inventory, and related logistics
• Lead weekly coordination meetings with Facilities and IT to ensure onboarding and offboarding tasks are completed
• Assist with office lease administration, construction projects, and major office initiatives
• Manage department credit card activity and coordinate with Accounting to ensure accurate and timely documentation
• Oversee accounts payable activities, including vendor setup, invoice tracking, approvals, and payment submissions
• Prepare and edit correspondence, reports, proposals, contracts, forms, memos, and other business documents
• Conduct research and analysis as needed to support leadership and departmental initiatives
• Proofread and edit documents for accuracy, formatting, spelling, and grammar
• Maintain organized electronic files and records
• Coordinate meetings, calendars, and travel arrangements for senior leadership
• Assist with planning and execution of special events and organizational initiatives
• Perform additional administrative and project-related duties as assigned

Qualifications

• 5+ years of administrative experience, preferably in office services, facilities, or a similar environment
• Highly dependable with a strong sense of urgency and follow-through
• Ability to work effectively in a team environment while independently managing responsibilities
• Strong ability to prioritize and manage multiple projects and deadlines simultaneously
• Self-starter who can work independently with limited direction
• Strong problem-solving skills and ability to identify and implement effective solutions
• Excellent written and verbal communication skills with the ability to interact professionally with executives, employees, clients, and vendors
• Advanced proficiency in Microsoft Office Suite
• Exceptional attention to detail, organization, spelling, and grammar
• Adaptable, teachable, and comfortable learning new systems and processes
• Ability to thrive in a growing and changing organization