Executive Assistant

About the role

This role provides basic tactical and strategic administrative support to upper-level executives, including scheduling appointments, managing calendars, handling phone calls and emails, and coordinating travel plans. The position involves general administrative tasks such as photocopying, mailing documents, and acting as a primary point of contact for internal and external stakeholders. Additionally, the role includes drafting and formatting documents, organizing meetings, and coordinating administrative work within and across departments.

Responsibilities

• Perform tactical and strategic administrative support tasks for upper executive-level employees, serving as the top administrative employee in the department or division.
• Schedule appointments, meetings, and events for executives; maintain calendars; send reminders; reserve conference rooms; set up audio-visual equipment; and prepare meeting materials.
• Answer phone calls, take messages, respond to routine emails on behalf of executives, and filter and prioritize incoming correspondence.
• Coordinate travel plans, including booking flights, hotels, ground transportation, and preparing travel itineraries.
• Provide general administrative support, such as photocopying, faxing, and mailing documents.
• Generate statistical and analytic reports for strategic planning and assist in preparing presentations with relevant insights.
• Act as a primary point of contact between executives and internal/external stakeholders.
• Conduct basic research tasks, such as gathering information for reports or projects, in collaboration with stakeholders.
• Draft, format, proofread, and edit routine documents, reports, and presentations to ensure accuracy and compliance with company guidelines.
• Coordinate administrative work within the department/division and collaborate with other departments and companies.

Requirements

• High School Diploma, General Education Diploma (GED), Higher Secondary education, or commensurate work experience.
• Typically 6-8 years of related work experience, preferably in senior/advanced general administrative support, office services, or a related field.

Skills

• Accounting
• Administrative Support
• Billing
• Booking (Sales)
• Calendar Management
• Customer Data Management
• Data Entry
• Expense Reports
• Finance
• Front Office
• Invoicing
• Marketing
• Microsoft SharePoint
• Office Equipment
• Office Management
• Office Supply Management
• Presentation Software
• Purchasing
• SAP Applications
• Travel Arrangements
• Effective Communication
• Results Orientation
• Learning Agility
• Digital Fluency
• Customer Centricity

Impact & Scope

Impacts the department and leads or provides expertise to functional project teams. May participate in cross-functional initiatives. Works on complex assignments requiring initiative and technical/specialized knowledge to resolve problems and develop solutions.

Pay

The pay range for this position is $32 to $49 USD per hour (applies to United States of America candidates only). Pay varies by work location, job-related knowledge, skills, and experience.

Benefits

• Health insurance
• Dental insurance
• Vision insurance
• Long-term/short-term disability insurance
• Employee assistance program
• Flexible spending account
• Life insurance
• Generous time off policies, including:
  • 4-12 weeks fully paid parental leave based on tenure
  • 13 paid holidays
  • 15 days paid time off (US benefits overview)

Schedule

Full time. No shift premium (United States of America).