Executive Administrative Assistant

Executive Administrative Assistant

Department - Executive

Effective Date 12/1/2025

Job Family Executive

Reports to CEO

Job Function Office Administration,, Professional 2

Job Status Full-time

Classification Executive Support

Work Schedule 8:00AM - 4:30PM, M-F

Job Level 4

Travel No travel

Summary of Role The Executive Administrative Assistant role provides leadership and organizational support to senior leaders or individual departments within the organization. Supports one or more executive with administrative responsibilities including the use of products within the Microsoft office suite, filing, managing access to and screening calls, managing schedules, and maintaining calendars, meeting coordination, making travel arrangements, etc. Responsible for the handling of highly confidential information and uses personal judgment in acting as 'gatekeeper' for executive staff supported.

Essential Functions • Coordinate calendars, schedule meetings and manage meeting logistics

• Manage and maintain multiple calendars efficiently and confidentially

• Administers correspondence, manages incoming calls, and prioritizes phone messages, emails and mail

• Responsible for entering time and expenses as they occur

• Manage requests for time and determine priorities/escalation (gate keeper)

• Monitor daily activities for escalation

• Coordinate domestic and international travel arrangements in addition to associated logistical details, as required, for all supported personnel

• Generate reports as for executive management, perform general office functions and conduct research when requested

• Provide backup support to cover switchboard when needed and assist with special projects

Competency • Demonstrates flexibility and agility to change directions swiftly

• Takes initiative and exercises good judgment, discretion, and confidentiality

• Represent management through appearance and attitude

• Strong organizational and time management skills

• Ability to balance multiple demands and stress levels

• Quick to learn and adopt new technologies and processes

• Operates with an elevated level of intellectual curiosity, embodying a proactive, hands-on, strategic, accountable, ethical, collaborative, and productive approach

Required Education 4-Year Degree and/or equivalent experience

Required Experience • 10 years of administrative experience

• 3-5 years partnering with a C-Level Executive

• Excellent proofreading and editing skills for business documents and communications (grammar, spelling, syntax, and format)

• Proficiency with the Microsoft Office Suite (Word, Excel, PowerPoint, Teams)

• Proficiency with planning, coordinating, and booking domestic & international travel

• Flexibility, superior people skills, and the ability to work well with all levels of internal management and staff, as well as outside clients and vendors

• Sensitivity to confidential matters is required

• Ability to prioritize, manage and meet multiple deadlines

Preferred Education N/A

Preferred Experience N/A

Additional Eligibility Qualification N/A

Certifications N/A

Licensure N/A

Supervisory Responsibilities None

Work Environment

Physical Demands N/A

Visa Sponsorship No

Equal Opportunity Employer
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