Executive Assistant

About the Role

This role provides advanced tactical and strategic administrative support to upper-level executives, managing key records, compiling data for reports, preparing expense reports, and handling executive presentations. The position owns executives' calendars, schedules complex meetings, acts as a gatekeeper for communications, and manages all aspects of executive travel. The role involves handling sensitive information with discretion, preparing detailed meeting agendas, and serving as a primary point of contact for stakeholders. Additionally, it includes coordinating administrative work within and across departments and creating statistical and analytic reports for executives.

Responsibilities

• Perform advanced tactical and strategic administrative support tasks for upper executive-level employees, recognized as the top administrative employee in the department or division.
• Handle advanced administrative duties such as key records maintenance, compiling data for reports, preparing expense reports, and preparing/editing executive presentations.
• Manage executives' calendars, including scheduling complex meetings, resolving conflicts, prioritizing appointments, preparing detailed meeting agendas, taking minutes, and following up on action items.
• Act as a gatekeeper by screening and prioritizing phone calls and emails, responding to routine inquiries, and drafting responses on behalf of executives.
• Manage all aspects of executive travel, including international trips, visa applications, travel budgets, and addressing last-minute changes or emergencies.
• Handle sensitive and confidential information with discretion and maintain strict confidentiality protocols.
• Generate statistical and analytic reports for strategic planning and prepare presentations with relevant insights for executives.
• Serve as the primary point of contact between upper executive-level employees and internal/external stakeholders.
• Coordinate administrative work within the department/division and collaborate with other departments or companies.
• Supervise entry-level executive assistants or administrative support staff.

Requirements

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

Skills

• Administrative Support
• Booking (Sales)
• Calendar Management
• Customer Relationship Management
• Event Planning
• Executive Information Systems
• Expense Reports
• Google Workspace
• Invoicing
• Microsoft SharePoint
• Office Equipment
• Office Management
• Office Supply Management
• Organizational Charts
• Proofreading
• Purchasing
• SAP Concur (Travel and Invoice Software)
• Taking Meeting Minutes
• Travel Arrangements
• Workflow Management
• Effective Communication
• Results Orientation
• Learning Agility
• Digital Fluency
• Customer Centricity

Impact & Scope

Impacts multiple departments and leads large, cross-division functional teams or projects. Works on assignments that are highly complex in nature, requiring a strong degree of initiative and technical knowledge to resolve problems.

Pay

The pay range for this position is $40 to $61 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