Executive Assistant (Administrative)

The Executive Assistant will provide high-level administrative support to members of the executive leadership team. This role demands exceptional organizational skills, attention to detail, and the ability to manage competing priorities in a fast-paced environment. Key responsibilities include managing calendars, coordinating meetings, arranging travel, preparing communications, and handling confidential information with professionalism and discretion.

Principal Accountabilities

The following responsibilities are general duties that a particular employee in this position may or may not be required to perform. The actual duties required of this position may vary. 

• Manage complex calendars, including scheduling meetings, appointments and travel for executive leaders.
• Coordinate logistics for meetings, conferences and events, including preparation of materials, agendas and follow-up items.
• Screen and prioritize incoming communications, including emails, calls and mail; respond or route as appropriate.
• Manage a variety of complex and confidential situations and duties to support executive management in accordance with company policies, practices, and procedures. 
• Prepare executive expense reports.
• Prepare, edit and proofread correspondence, presentations, reports and other documents. 
• Support annual budget (GTO) process by coordinating deadlines and assisting in the preparation of key deliverables. 
• Maintain organized filing systems and ensure timely access to critical documents and records.
• Assist with the upkeep of HR databases and personnel records, ensuring data is accurate, confidential and compliant with company protocol.
• Assist with tracking, processing, and organizing legal invoices, including coordination with internal legal team and external vendors to ensure timely and accurate billing.
• Performs other activities assigned.

Minimum Requirements:

• Associates degree.
• 3-5 years of experience in an administrative or executive support role.  Experience supporting senior executives or C-level leaders strongly preferred.
• Advanced proficiency in MS Office (Outlook, Word, PowerPoint, and Excel). 
• Experience in calendar management and expense reporting.
• Professional demeanor and ability to interact with internal and external stakeholders at all levels.
• Proven ability to handle confidential and sensitive information with discretion.
• Ability to manage multiple tasks and priorities with a high degree of accuracy and attention to detail.
• Excellent organizational and time management skills.
• Excellent written and verbal communication skills. 
• Strong problem-solving skills and ability to work independently with minimal supervision.

Preferred Requirements: 

• Familiarity with productivity tools (e.g, Teams, Concur, Oracle).
• Commitment to excellence – perform duties at the highest level possible on a consistent basis.
• Excellent communicator - able to interact with people of all levels in a confident, professional manner.
• Business sense – has a strong business sense and ability to perform work with tact and judgment; handle confidential information with discretion.
• Service focus – dedicated to meeting the team expectations by maintaining effective relationships.
• Strong event planning and logistics coordination experience.
• Experience preparing executive-level reports, presentations and communications.
• Ability to anticipate executive needs and proactively solve problems.

Qualified applicants will receive consideration for employment without regard to their race, color, religion, national origin, sex, sexual orientation, gender identity, protected veteran status or disability.