Executive Administrative Assistant

WorldVia seeks a skilled Executive Administrative Assistant to deliver efficient secretarial and administrative support in a well-organized and timely manner.

This role involves working closely with executives, handling various tasks to streamline their work and communications. As an individual contributor, you will provide personalized assistance, ensuring smooth operations and effective communication.

Your responsibilities range from managing schedules and correspondence to organizing meetings and maintaining confidentiality.

We require someone who is proactive, detail-oriented, and possesses exceptional organizational and communication skills.

Join our team and contribute to our executives' success and the overall efficiency of our organization.

Responsibilities

• Act as the point of contact between the executives and internal/external clients
• Undertake the tasks of receiving calls, taking messages, and routing correspondence
• Assist executives with personal tasks, where appropriate
• Handle requests and queries appropriately
• Maintain calendar, arrange meetings and appointments, and provide reminders
• Make travel arrangements
• Take dictation and minutes and accurately enter data
• Monitor office supplies, maintain supply inventory, and research advantageous deals or suppliers
• Produce reports, presentations, and briefs
• Develop and carry out an efficient documentation and filing system
• Manage various administrative tasks, such as issuing new employee security badges, executing client mailings, ordering office catering, and coordinating with the building maintenance department

Working at WorldVia

At WorldVia, we’re looking for structured thinkers full of passion, ambition, and kindness. We’d love for you to apply even if your experience doesn't precisely match the job description. Your experience, skills, and interests will help you stand out—especially if your career has taken extraordinary twists and turns. We welcome people of diverse backgrounds and perspectives who aren’t afraid to challenge assumptions and the status quo. Join us.

Our Team Members:

• Are fundamental optimists who believe that no industry compares to the travel industry.
• Go to extraordinary lengths to distinguish ourselves through world-class work.
• Prioritize quality over speed and speed over scope.
• Desire to work with deeply kind, mission-driven people.
• Strive to make the complex simple.
• Use first principles to debate ideas, test assumptions, and make decisions.
• Seek the truth by putting data above opinions.
• Assume good intent and give tactical feedback to help each other get better.
• Hold no ego—when our customers win, we all win.

We are committed to your professional development and growth as a company.

• You will set your own monthly goals aligned with our ambitious strategy.
• You will have our collective support in achieving significant wins—and personal coaching from your manager.
• You will be encouraged to take risks, try new things, and be creative with your work.
• You will have many opportunities to exchange and engage in feedback.
• You will be offered continual chances to stretch yourself and raise your own "bar."
• You will be rewarded for achieving excellence and mastery

Requirements

• Proven experience as an Executive Administrative Assistant, Senior Executive Assistant or in other secretarial position
• Full comprehension of office management systems and procedures
• Excellent knowledge of MS Office
• Proficiency in English
• Exemplary planning and time management skills
• Up to date with advancements in office gadgets and applications
• Ability to multitask and prioritize daily workload
• High-level verbal and written communication skills
• Discretion and confidentiality
• High School diploma or equivalent; additional experience as a personal assistant would be considered an advantage

Benefits

• Employer-Sponsored Medical and Dental Insurance with Employee Contribution
• Fully-Funded Life Insurance (1x salary) & LTD (Long-Term Disability Insurance)
• Optional Employee-Paid Vision Insurance and STD (Short-Term Disability Insurance)
• 401k with up to 4% Company Match
• Paid Time Off + Company Holidays
• Additional Time Off for Your Birthday and Work Anniversary
• Di