HR Executive Admin Assistant IV

About the role

The Executive Administrative Assistant will provide strategic and high-level administrative support to the Vice President of HR and the HR office. Key responsibilities include managing complex executive calendars, coordinating meeting logistics, preparing executive-level reports, and supporting the VP of HR.

Responsibilities

• Manage complex and extremely active executive calendars
• Prioritize and resolve scheduling conflicts proactively
• Coordinate meeting logistics (location, AV setup, catering, materials)
• Maintain detailed executive itineraries with precision
• Ensure executives remain on track throughout daily schedules
• Serve as liaison between executive leadership, internal teams, external partners, agencies, and media contacts
• Screen communications and determine urgency and executive notification requirements
• Prepare executive-level reports, correspondence, presentations, contracts, and internal memos
• Interpret and clarify requests; coordinate appropriate responses and follow-up actions
• Maintain strong executive and industry relationships
• Coordinate domestic and international travel arrangements, accommodations, and special travel needs
• Arrange VIP visitor logistics and hospitality
• Process and submit travel and expense reports accurately and in a timely manner
• Review expense allocations and ensure budget alignment
• Prepare agendas and meeting materials for executive, board, and committee meetings
• Cookordinate conference room scheduling and equipment readiness
• Assist with planning and execution of internal and external events
• Maintain office supply inventory and manage general office functions
• Establish executive documentation standards and templates
• Review and approve invoices, reports, and financial documents
• Maintain records management systems
• Support onboarding/offboarding processes, including IT access and equipment setup
• Provide basic troubleshooting for hardware/software issues
• Respond to organizational updates (org charts, seating charts, etc.)
• Maintain strict confidentiality with sensitive executive materials
• Assist current executive to support VP of HR including calendar management, daily administrative tasks, supporting HR team's function
• Perform general office duties such as mailing, making copies/prints, coordinating schedules, setting up the office, maintaining office equipment and condition, ordering office supplies, maintaining records management systems, and performing basic bookkeeping work
• Prepare invoices, reports, memos, letters, financial statements, and other documents
• Filer and retrieve corporate documents, records, and reports
• Open, sort and distribute incoming correspondence, including faxes and emails
• Prepare responses to correspondence containing routing inquiries
• Aid in event planning including scheduling, catering, set up and break down

Requirements

• Bachelor's degree
• 2+ years of corporate experience

Qualifications

• Verbal and written communication skills
• Multi-tasking ability
• Customer service skills and interpersonal skills
• Ability to work independently and manage time
• Immaculate follow up skills, strong attention to detail
• Previous experience with computer applications, such as Microsoft Word, Excel and PowerPoint

Skills

• Verbal and written communication skills
• Multi-tasking ability
• Customer service skills and interpersonal skills
• Ability to work independently and manage time
• Immaculate follow up skills, strong attention to detail
• Previous experience with computer applications, such as Microsoft Word, Excel and PowerPoint

Benefits

Join our veteran-friendly team at TeleWorld Solutions, where we value your military experience and provide great benefits. We are committed to employing a diverse workforce and providing Equal Employment Opportunity for all individuals regardless of race, color, religion, gender, age, national origin, marital status, sexual orientation, gender identity, status as a protected veteran, genetic information, status as a qualified individual with a disability, or any other characteristic protected by law.