Executive Administrative Assistant

Description

Position Overview:

The Executive Administrative Assistant provides high-level administrative support to the CEO and Senior Executive Team. This position requires exceptional professionalism, discretion, and judgment, as it involves handling confidential and sensitive information. The ideal candidate will serve as an extension of the executive office, demonstrating strong organizational skills, poise, and a proactive mindset. A polished demeanor and professional attire are essential, as the role involves interaction with internal stakeholders and external guests at the company’s headquarters.

Key Responsibilities:

1. Executive Support

• Provide administrative support to the CEO and senior executives.
• Manage and coordinate executive calendars and schedule meetings, as directed.
• Attend meetings, record detailed minutes, and distribute summaries, as needed.
• Conduct research, gather data, and prepare executive-level reports and presentations, as directed.
• Prepare, submit, and track travel and expense reports for the CEO.
• At the direction of the CEO, follow up with managers and teams to ensure timely progress on key initiatives and deliverables.

2. Communication & Correspondence

• Answer and screen incoming phone calls; direct inquiries appropriately or take detailed messages.
• Manage incoming and outgoing correspondence including emails, memos, and mail.
• Act as a liaison between the executive team and internal/external stakeholders.
• Communicate on behalf of executives with discretion and professionalism.

3. Event & Travel Coordination

• Make travel arrangements (flights, hotels, ground transportation) in accordance with company policies.
• Coordinate logistics for internal and external meetings and events.
• Organize and manage company functions such as vendor/customer visits, leadership offsite meetings, holiday events, employee recognition celebrations, and lunch-and-learns.
• Occasionally travel to assist with offsite meetings or events as required.

4. Office & Facility Management

• Greet visitors and coordinate access based on scheduled appointments.
• Manage building access for vendors and visitors; oversee receipt of packages and deliveries.
• Ensure cleanliness and orderliness of common spaces, meeting rooms, and personal workspace.
• Oversee janitorial service performance and facility cleanliness.
• Collect and distribute incoming mail; manage outbound mail and shipping needs.
• Order and maintain inventory of office supplies.

5. Administrative & Operational Tasks

• Maintain organized filing systems and databases.
• Perform general office duties including document preparation, data entry, basic bookkeeping, and record maintenance.
• Track and report monthly key performance indicators (KPIs).
• Support special projects and assist cross-functional teams with administrative needs.
• Adapt to changing priorities and perform other duties as assigned to support the business.

6. Additional Duties

• Perform all other duties as assigned.

Reporting Structure:

• Reports directly to the Chief Executive Officer (CEO).
• This position has no direct reports.

Requirements

Key Requirements:

• Education: High School Diploma is required; a Bachelor’s degree is preferred.
• Experience: Minimum of 2–3 years of experience providing administrative support to senior executives in a fast-paced, professional environment.
• Skills: Exceptional organizational, critical thinking, and problem-solving abilities. High attention to detail with a demonstrated ability to manage multiple priorities and complex tasks efficiently.
• Communication: Strong verbal and written communication skills. Must be proficient in reading, writing, and speaking English, with the ability to clearly articulate ideas, respond to inquiries professionally, and represent the executive team with discretion and poise.
• Interpersonal: Professional, courteous, and approachable. Proven ability to build strong working relationships, collaborate effectively across teams, and navigate sensitive or confidential situations with discretion.
• Technology: Proficiency in Google Workspace (Gmail, Docs, Sheets, Google Calendar), Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams, etc.), Monday.com, TickTick to-do app, and chatbots or other AI/automation tools.
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