Executive Administrative Assistant

Position Summary

The Executive Administrative Assistant (EAA) provides high-level administrative and operational support to one or more members of the Senior Leadership Team (SLT). Serving as a trusted partner and primary point of contact, the EAA manages a wide range of complex, confidential, and strategic responsibilities to ensure the effective operation of the executive office.

This role requires a highly organized, proactive, and resourceful professional who can manage multiple priorities while maintaining exceptional attention to detail. The ideal candidate is a strategic thinker with outstanding communication skills, strong business acumen, and the ability to work effectively with stakeholders at all levels of the organization.

Key Responsibilities

Executive & Administrative Support

• Manage executive calendars, scheduling, and prioritization of meetings and appointments.
• Coordinate meetings, including agenda preparation, note-taking, tracking action items, and follow-up.
• Prepare presentations, reports, correspondence, and other business documents.
• Process expense reports and coordinate domestic and international travel arrangements.
• Assist with inbox management to ensure timely responses and follow-up on outstanding items.

Strategic Initiatives & Project Management

• Support and manage SLT-sponsored projects and strategic initiatives.
• Track project milestones, monitor progress, and provide regular status updates.
• Assist with organizational and process change management initiatives within the executive's area of responsibility.
• Identify potential issues and proactively drive solutions to support business objectives.

Stakeholder & Communication Management

• Serve as a liaison between the SLT member and internal/external stakeholders.
• Draft, review, and coordinate communications to ensure clarity, accuracy, and alignment with organizational goals.
• Build and maintain strong working relationships across all levels of the organization.
• Collaborate closely with other Executive Assistants and provide backup support when needed.

Event & Meeting Planning

• Coordinate executive meetings, leadership offsites, workshops, and special events.
• Manage logistics including venue arrangements, room blocks, catering, travel, security access, audiovisual requirements, and stakeholder communications.
• Ensure seamless execution of all event-related activities.

Additional Responsibilities

• Handle complex assignments requiring independent judgment, initiative, and discretion.
• Support Executive Leadership Team (ELT)-sponsored programs and cross-functional initiatives.
• Perform other duties as assigned.
• Ensure compliance with company policies, procedures, and standards.

Education

• Associate's degree preferred, or an equivalent combination of education and relevant work experience.

Experience

• Minimum of 4 years of experience in an Executive Assistant, Administrative Assistant, or similar role supporting senior leaders.

Skills & Competencies

• Demonstrated ability to handle confidential information with discretion and professionalism.
• Strong executive presence with the ability to represent senior leadership effectively to internal and external stakeholders.
• Exceptional relationship-building and stakeholder management skills.
• Strategic mindset with the ability to see the big picture while managing execution details.
• Strong organizational, prioritization, and time management skills.
• Proven ability to take initiative, work independently, and drive tasks through completion.
• Excellent attention to detail and commitment to accuracy.
• Outstanding verbal, written, and interpersonal communication skills.
• Ability to thrive in a fast-paced, dynamic, and evolving business environment.
• Experience supporting remote teams and working effectively in virtual environments.
• Flexibility to accommodate changing priorities and global time zone requirements.
• Strong commitment to professional growth, continuous learning, and operational excellence.
• Demonstrated commitment to high ethical standards, inclusion, and workplace diversity.

Technical Skills

• Advanced proficiency in Microsoft Office Suite, including Outlook, Excel, PowerPoint, Teams, and OneNote.

Travel Requirements

• Minimal travel required.