Executive Administrative Assistant

About the Role

ZT Systems is seeking a highly organized, proactive, and strategic Executive Administrative Assistant to provide comprehensive support to Senior Executives. This is a unique opportunity for a talented and motivated professional who thrives in a fast-paced, dynamic environment and enjoys serving as a trusted partner to executive leadership.

The ideal candidate is detail-oriented, resourceful, and capable of managing multiple priorities while maintaining the highest level of professionalism and confidentiality. You will play a critical role in ensuring executives and their teams operate efficiently by managing complex calendars, travel coordination, financial tracking, communications, projects, and day-to-day business operations.

Why Join ZT Systems?

• Work closely with senior leadership and have a meaningful impact on the organization.
• Be part of a highly entrepreneurial and innovative environment where ideas are encouraged and valued.
• Collaborate with talented teams across a global organization.
• Enjoy opportunities for professional growth, learning, and development.
• Join a culture that values teamwork, accountability, creativity, and excellence while fostering an environment where employees can bring their authentic selves to work.

What You Will Do

• Provide high-level administrative support to Senior Executives, including calendar management, scheduling, correspondence, and meeting coordination.

• Coordinate complex domestic and international travel arrangements, including itineraries, accommodations, transportation, and related logistics.
• Prepare and submit expense reports and assist with review and approval of team expenses.
• Manage executive priorities by evaluating competing demands and proactively adjusting schedules and workflows.
• Create, submit, and track Capital Expenditure (CAPEX) requests, change orders, contracts, invoices, and other business documentation.
• Monitor purchase orders and invoices through SAP and ensure timely processing and reconciliation.
• Reconcile purchase orders, invoices, and CAPEX projects against budgets and accounting records.
• Maintain and manage department distribution lists and shared inboxes, ensuring inquiries are routed appropriately.
• Assist with the preparation of presentations, reports, and executive communications by gathering and organizing key information and documentation.
• Coordinate employee onboarding activities and partner with Human Resources on employee recognition and engagement initiatives.
• Manage conference room scheduling, visitor coordination, vendor interactions, and catering arrangements.
• Support department purchasing, budget tracking, and expense management processes.
• Assist with departmental meetings, offsites, events, and special projects from planning through execution.
• Provide general administrative support, including filing, scanning, document preparation, and records management.
• Serve as a collaborative partner across teams, providing backup support and ensuring seamless operations.
• Anticipate executive and organizational needs, proactively identifying opportunities to improve efficiency and effectiveness.

What You Will Bring

• Bachelor’s degree or equivalent combination of education and relevant experience.
• Minimum of 5 years of executive or administrative assistant experience supporting senior leaders.
• Demonstrated ability to manage multiple projects and priorities simultaneously in a fast-paced environment.
• Strong strategic thinking skills with the confidence and judgment to advise and support executive leadership.
• Exceptional organizational, planning, and follow-through abilities.
• Strong problem-solving skills with a proactive, solutions-oriented mindset.
• Excellent verbal and written communication skills.
• Ability to work independently while effectively collaborating across teams and functions.
• Experience handling highly sensitive and confidential information with discretion.
• Outstanding interpersonal skills with the ability to interact professionally with employees, executives, customers, and vendors at all levels.
• Strong attention to detail and commitment to accuracy.
• Resourceful, adaptable, and eager to learn.

Technical Skills

• Advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Experience with SharePoint, DocuSign, and SAP preferred.
• Strong proficiency with Google Workspace and related productivity tools.
• Experience with project tracking, budget management, and expense reporting systems.
• WordPress experience is a plus.