Executive Administrative Assistant

Pay Range: $30.00hr - $33.00hr

Job Overview:

The organization is seeking an Administrative Assistant to manage executive schedules, support travel and event logistics, and provide comprehensive administrative, financial, and clerical support.

Key Responsibilities:

• Manage multiple executive schedules.
• Coordinate complex domestic and international travel arrangements, including meetings, logistics, flights, lodging, ground transportation, and necessary conference registrations.
• Use sound judgement and personal knowledge of executives' goals and needs to anticipate and manage future needs and potential issues.
• Process and manage time-sensitive and confidential tasks including reports, events, and dinners or conferences with discretion and accuracy.
• Support purchase order and requisition entry and overall costs management and tracking.
• Provide informational assistance and direct team members to reference policies, websites, and IT resources.
• Process expense reports for multiple executives by confirming receipts, amounts, and accuracy of charges.
• Perform daily clerical duties such as mail distribution, office supply ordering, and business card ordering.
• Provide IT support and input tickets on behalf of executives.
• Manage office space and maintain current seating chart.
• Provide support as needed for other team members in relation to executives' needs, goals, and calendar.
• Provide support for on-site and off-site department events, functions, and conferences including scheduling, catering, and travel coordination.
• Assist the department as needed with administrative and project-oriented support.
• Develop and maintain various KPI reports.
• Provide after-hours support in the event of travel emergencies.

Qualifications:

• High capability of managing dynamic and challenging schedules for executives.
• Ability to effectively communicate in person and via email or Teams with the organization's project team, general contractors, vendors, and purchasing groups.
• Competency in Microsoft Office Suite: Word, PowerPoint, Excel, Outlook, Teams, and Copilot.
• Previous experience in event planning.
• Knowledge and experience in the annual budgeting process.

Education/Experience:

• 0 to 10 years of experience in an Administrative Assistant role.

Added Bonus:

• Associate's degree or higher in business or a related field.
• Experience with Oracle PeopleSoft and SAP Ariba.