Administrative Skills, Billing, Bookkeeping, Calendar Management, Communication Skills, Detail Oriented, Diversity, Documentation, Editing, English Language, Establish Priorities, Event Management, Executive Assistant Skills , Interpersonal Skills, Inventory Management, Leadership, Logistics, Microsoft Office, Operational Support, Operations Management, Order Supplies, Organizational Skills, Physical Demands, Plan Meetings, Presentation/Verbal Skills, Record Keeping, Team Player, Travel Industry, Willing to Travel, Writing Skills
Executive Assistant
The Executive Assistant provides high-level administrative support to the CEO and Executive Team, ensuring smooth operations, effective communication, and strong coordination across multiple company sites. This role requires exceptional organizational skills, professionalism, and the ability to manage sensitive information with discretion. While based in the Corporate Office, the Executive Assistant will support leaders across various locations and will travel periodically to company sites and event venues.
Key Responsibilities
- Executive Support
- Provide comprehensive administrative support to the CEO and Executive Team.
- Manage complex calendars, schedule meetings, and coordinate appointments across multiple time zones.
- Attend meetings on behalf of executives, take detailed notes, and prepare accurate minutes.
- Communication & Documentation
- Draft, edit, and prepare letters, memos, reports, contracts, presentations, invoices, and other documents.
- Receive and review incoming communications for the CEO; determine priority, summarize key points, and distribute appropriately.
- Serve as a professional point of contact between executives and internal/external stakeholders.
- Travel & Logistics
- Arrange domestic and occasional international travel, including flights, accommodations, transportation, and itineraries.
- Coordinate logistics for off-site meetings, events, and executive visits.
- Travel to company sites and prospective event venues to evaluate locations, support planning efforts, and ensure readiness for scheduled events.
- Office & Operational Support
- Maintain organized records and filing systems.
- Manage office inventory, order supplies, and oversee basic bookkeeping tasks.
- Support preparation and coordination of company events, leadership meetings, and special projects.
- Site Engagement
- Travel to company locations to gain operational understanding and support executive initiatives.
Qualifications and Skills
Bachelor's degree preferred; equivalent experience considered. 3–5 years of executive administrative experience supporting senior leaders. Strong writing, editing, and document-preparation skills. Proficient in English, other European languages a plus. Proficiency in Microsoft Office Suite and modern collaboration tools.
Competencies
Engaged team player with the ability to work effectively across diverse cultures, business units, and leadership styles. Strong interpersonal, written, and verbal communication skills with the ability to interact professionally at all levels of the organization. Highly self-motivated, detail-oriented, and action-driven, with the ability to anticipate needs and work independently. Demonstrated ability to handle confidential information with integrity and sound judgment.
Travel Required
10% Travel
Supervisory Responsibility
No supervisory responsibilities for this position.
Work Environment
This job is performed in an office setting.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
Position Type/Expected Hours of Work
This is a full-time salary exempt position. Hours of work are general Monday through Friday, 8 hours per day. 40 hours per week. Some overtime is expected.
AAP/EEO Statement
SIMONA AMERICA Group is an Equal Opportunity Employer