Executive Administrative Assistant

The Executive Administrative Assistant provides high-level administrative and logistical support to senior leadership, ensuring seamless coordination of schedules, communications, and cross-functional activities. This role is critical to maintaining operational efficiency and enabling leadership to focus on strategic priorities. The ideal candidate is proactive, highly organized, detail-oriented, and thrives in a fast-paced environment while maintaining professionalism under pressure.

Key Responsibilities:

• Manage complex executive calendars, prioritizing meetings and resolving scheduling conflicts with a high degree of accuracy and discretion
• Coordinate meetings across internal teams and external stakeholders, including preparing agendas, materials, and follow-ups
• Provide comprehensive event planning support, including vendor coordination, logistics management, and on-site assistance when needed
• Serve as a central point of communication, ensuring timely and professional interactions across leadership and cross-functional teams
• Handle sensitive and confidential information with discretion and sound judgment
• Anticipate executive needs and proactively address scheduling, logistical, and operational challenges
• Maintain organized documentation and records, ensuring accessibility and accuracy
• Support special projects and initiatives as assigned, adapting to shifting priorities and deadlines

Required Qualifications:

• Minimum of 3 years of experience in administrative or executive support, with a strong focus on calendar management, meeting coordination, event planning, and logistical support
• Excellent communication and interpersonal skills, with the ability to manage sensitive situations, resolve conflicts, and build strong working relationships
• Demonstrated ability to manage competing priorities, adapt quickly to changing demands, and maintain a high level of accuracy
• Exceptional attention to detail
• Proficiency in Microsoft Office/365 applications (Outlook, Word, Excel, PowerPoint), particularly scheduling and document management tools

Preferred Qualifications:

• Experience supporting executive-level leaders and collaborating with cross-functional teams
• Familiarity with fast-paced corporate environments and organizational workflows (e.g., retail, supply chain, or similar industries)
• Bachelor’s degree in business administration, communications, or a related field; equivalent professional experience will be considered

Key Competencies:

• Strong organizational and time management skills
• Proactive problem-solving and decision-making ability
• Professionalism and composure in high-pressure situations
• Adaptability and resilience in dynamic environments
• Commitment to accuracy, responsiveness, and continuous improvement

Dexian is an Equal Opportunity Employer that recruits and hires qualified candidates without regard to race, religion, sex, sexual orientation, gender identity, age, national origin, ancestry, citizenship, disability, or veteran status.