Administrative Assistant

Travel Requirements: Minimal; may support executive travel coordination as needed. Position is on-site 5 days per week.

Job Overview

The Executive Assistant provides high-level, confidential administrative support to the Vice President of Human Resources and the HR leadership team. This role manages complex calendars, prepares executive communications, coordinates domestic and international travel, and supports the execution of HR-related projects and initiatives. The Executive Assistant ensures smooth day‑to‑day operations, anticipates needs, and exercises exceptional discretion and professionalism. The Executive Assistant will oversee executive scheduling, travel coordination, expense processing, communication drafting, and administrative support for Executives Team.

Key Responsibilities

• Provide high-level executive administrative support to the Executive Team.

• Manage complex and dynamic calendars, prioritizing meetings and aligning schedules with organizational needs.

• Coordinate all executive travel arrangements, including researching and booking flights, hotels, transportation, and preparing detailed itineraries.

• Monitor executive travel in real time and adjust plans as needed.

• Prepare, process, and reconcile executive expense reports.

• Draft, edit, and format executive communications, departmental announcements, and presentations.

• Serve as a key point of contact for internal and external stakeholders.

• Maintain confidentiality in handling sensitive employee, organizational, and HR information.

• Create, submit, and track purchase orders and payment requests.

• Order, stock, and organize office and breakroom supplies.

• Support scheduling, logistics, and coordination for internal meetings, events, and executive visitors.

• Support employee social events, celebrations, and engagement activities.

• Provide administrative project support to HR, including documentation, task tracking, and report preparation.

• Perform general office coordination to ensure smooth daily operations.

• All other reasonable duties as assigned.

Key Skills & Competencies

• Executive-Level Support: Ability to anticipate needs, manage shifting priorities, and independently resolve administrative challenges.

• Communication Excellence: Strong written and verbal communication skills with the ability to prepare polished, executive-ready materials.

• Confidentiality & Judgment: Demonstrated ability to handle highly sensitive information with discretion.

• Calendar & Travel Mastery: Expertise in managing complex calendars and coordinating detailed domestic/international travel.

• Organization & Prioritization: Ability to multitask, meet deadlines, and stay organized in a fast-paced environment.

• Relationship Management: Professional, approachable, and effective in supporting executives and interacting with leaders at all levels.

• Technology Skills: Proficiency in Microsoft Office Suite, Teams, SharePoint, and travel/expense platforms.

Qualifications

• Education: Associate’s degree in Business Administration or related field preferred; equivalent experience accepted.

• Experience: Minimum 3 years of administrative, office management, or facilities coordination experience. Experience managing vendors, expenses, and purchase orders preferred.

• Languages: English required; additional languages a plus.

Physical and Environmental Conditions

• Work Environment:

• Standard office environment with regular interaction with staff, visitors, and vendors.

• The position requires regular on-site presence to perform essential job duties. Remote or work-from-home arrangements are not available for this role.

• Lifting Requirements: Occasional light lifting (under 20 lbs.) required for stocking or office setup.