The Executive Administrative Assistant provides high-level administrative support to senior business leaders, helping ensure efficient day-to-day operations, effective executive communication, and seamless coordination across internal and external stakeholders. This role requires exceptional judgment, discretion, attention to detail, and the ability to manage competing priorities in a fast-paced, high-pressure environment.

Key Responsibilities

• Manage complex calendars for senior business leaders, including prioritizing requests, resolving scheduling conflicts, and ensuring leaders are prepared for meetings and commitments.

• Coordinate, schedule, and support meetings, including preparing agendas, gathering materials, confirming attendees, managing logistics, and documenting follow-up items as needed.

• Host and facilitate Microsoft Teams meetings, including setting up meeting links, managing participant access, supporting presentations, and troubleshooting basic meeting needs.

• Book domestic and international travel arrangements, including flights, hotels, ground transportation, itineraries, and related logistics in alignment with company policies.

• Prepare, submit, and track expense reports accurately and timely, ensuring appropriate documentation, receipts, coding, and approvals.

• Plan and coordinate business events, leadership meetings, offsites, team gatherings, and other activities, including venue coordination, catering, communications, materials, and day-of execution.

• Prepare, edit, and coordinate PowerPoint presentations and related content for meetings, business reviews, leadership updates, and executive communications.

• Coordinate content from multiple contributors, ensuring materials are complete, accurate, well-organized, and delivered on deadline.

• Manage office supply needs, including ordering, inventory monitoring, vendor coordination, and ensuring the workspace is appropriately equipped.

• Handle confidential and sensitive information with professionalism, discretion, and sound judgment.

• Serve as a reliable point of contact for internal partners, external stakeholders, and other administrative professionals.

• Support special projects and ad hoc requests that improve executive effectiveness, team coordination, and business operations.

Basic Qualifications
- High school diploma or equivalent
- Typically five or more years of experience in administrative and support staff activities.

Required Qualifications

• Proven experience providing administrative support to senior leaders, executives, or comparable business leadership roles.

• Expert knowledge of Microsoft 365 products, including Microsoft Teams, Outlook, PowerPoint, Word, and related collaboration tools.

• Demonstrated ability to manage complex calendars, meeting logistics, travel arrangements, and expense reporting processes.

• Strong proficiency creating, formatting, editing, and coordinating PowerPoint presentations and executive-level materials.

• Experience planning meetings, events, offsites, or other business gatherings with multiple stakeholders and moving parts.

Required Skills and Competencies

• Ability to work effectively in high-pressure situations while maintaining composure, professionalism, and sound judgment.

• Exceptional written and verbal communication skills, with the ability to communicate clearly, tactfully, and professionally across all levels of the organization.

• Strong attention to detail and commitment to accuracy, follow-through, and quality execution.

• High degree of discretion and integrity when managing confidential, sensitive, or business-critical information.

• Excellent organizational and time-management skills, with the ability to prioritize competing demands and meet deadlines.

• Proactive problem-solving mindset with the ability to anticipate needs, remove obstacles, and keep work moving forward.

• Strong interpersonal skills and ability to build trusted working relationships with leaders, peers, stakeholders, and external contacts.

• Flexibility and adaptability in a fast-paced environment with shifting priorities and urgent requests.

Preferred Attributes

• Executive presence and the ability to represent senior leaders professionally in written, verbal, and in-person interactions.

• Strong business acumen and ability to understand priorities, anticipate leader needs, and connect work to broader business objectives.

• Comfort working independently with minimal supervision while knowing when to escalate issues or seek guidance.

• Ability to manage multiple leaders, stakeholders, deadlines, and deliverables with consistency and reliability.

• Knowledge and experience with AI apps (e.g. Copilot)