Executive Administrative Assistant (On-Site)

Job Summary

Provides high-level support in-person to Senior Vice Presidents (SVPs) and Vice Presidents (VPs), ensuring efficient operations through a wide range of executive, administrative, and office management functions. Requires exceptional communication and organizational skills, discretion with confidential matters, and the ability to manage complex tasks in a fast-paced environment. Responsibilities include executive calendar management, board support, project coordination, preparation of content and meeting materials, event planning, personnel and office operations support, and liaison with internal and external stakeholders. Plays a key role in maintaining alignment across teams and supporting projects led by the executive team.

Job Specific Duties

• Executive Support: Provides administrative support including executive debriefing, preparation of meeting materials, calendar management, and confidential communication with internal and external stakeholders. May include providing services such as liaison to the Board, ensuring accurate documentation, and coordination of board activities as needed.
• Office and Personnel Operations: Oversees day-to-day office functions including ordering supplies, maintaining inventory, managing access and licenses, and serving as receptionist for guests. Supports personnel coordination and acts as a liaison between staff and leadership to ensure smooth operational flow.
• Project and Event Coordination: Manages projects and initiatives across departments as identified by their executive. Coordinates internal and external events such as luncheons, tours, and stakeholder meetings, ensuring all logistics and materials are prepared.
• Financial and Travel Administration: Coordinates travel arrangements for executives and provides administrative assistance with budget tracking and invoice routing and supporting operational efficiency.
• General Office Support: Provides general office support and administrative coverage for all executive leaders as needed, in addition to dedicated support for assigned executive(s); responds to ad hoc requests and ensures consistent, high-quality assistance across the executive team and additional leaders, as needed.
• Confidentiality and Professionalism: Demonstrates sound judgement, discretion, and professionalism in handling sensitive and confidential information.

Minimum Job Requirements

• Associate's Degree or equivalent training/experience
• 3-5 years of experience supporting executive level positions
• 2-4 years of prior experience in an office setting

Knowledge, Skills, and Abilities

• Bachelor's degree preferred.
• Bilingual (English and Spanish) preferred.
• Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Vizio, Canva, and Adobe Acrobat.
• Excellent written, verbal, organization, and follow-up skills.
• Resourceful, proactive, and detail-oriented.
• Ability to work well under pressure, adapt to changing responsibilities, and handle multiple assignments in a courteous and efficient manner.
• Ability to take and transcribe meeting minutes.
• Ability to meet strict deadlines.
• Ability to work both independently with minimal supervision and collaborate in a team environment.
• Ability to handle sensitive tasks and documents with complete confidentiality and discretion.