Executive Administrative Assistant

Summary:

The Executive Administrative Assistant, Office of the President provides high-level administrative and operational support to the President, Executive Team, and senior leadership. The role requires independent judgment and decision-making on matters of significance, including determining priorities, managing confidential executive-level communications, coordinating business-critical activities, and ensuring efficient daily office operations. This position regularly exercises discretion in handling sensitive information, evaluating requests, resolving administrative challenges, and representing executive interests in their absence.

Specific Responsibilities:

• Answering phone calls and taking messages and managing scheduling and appointments.
• Welcoming all visitors and interacting with them.
• Arranging meetings and other events in Teams, Webex, etc. Managing mail and fax either paper or electronically. Bookkeeping and clerical responsibilities.
• Setting and managing the daily schedules and calendars of company executives.
• Providing high-level administrative support to the President and Executive Team, including exercising discretion when prioritizing issues, managing confidential correspondence, coordinating strategic activities, and representing executive direction in communications and scheduling decisions.
• Preparing and/or editing documents, such as expense reports, memos, and invoices
• Creating spreadsheets, managing databases, preparing presentations.
• Arranges for travel and accommodation for executives, including short-term living arrangements for newly hired executives.
• Schedules and attend meetings on behalf of executives, taking notes and recording minutes.
• Receives incoming communication or memos on behalf of staff, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff.
• Performs office tasks including maintaining records, ordering supplies, and performing basic bookkeeping.
• Oversees daily office operations and independently resolves facility, administrative, and operational issues to ensure a safe, organized, and effective work environment.
• Acts as primary liaison with building management and services, making decisions related to maintenance, access, space planning, and office functionality.
• Collaborates independently with IT and HR during onboarding/offboarding processes to ensure proper resource and system availability.

Requirements:

Undergraduate education, bachelor’s or associate’s degree with at least 4 years of executive assistant experience within industry.

• Excellent verbal and written communication skills
• Excellent organizational skills and attention to detail
• Excellent time management skills with a proven ability to meet deadlines.
• Ability to function well in a high-paced and sometimes stressful environment.
• Extensive knowledge of administrative procedures and recordkeeping systems
• Ability to type a minimum of 50 words per minute.
• Strong working knowledge of Concur, Teams, Webex, and HRIS systems.
• Extremely proficient with Microsoft Office Suite and able to learn new software.
• Able to effectively support a diverse workforce at all levels.
• Ability to develop and implement continuous improvement changes independently.
• Demonstrated ability to exercise independent judgment, evaluate information, resolve issues, and make decisions that impact business operations and executive priorities.