Executive Administrative Assistant

Support senior leaders while helping shape an exceptional workplace experience in a modern office environment. This role offers a hybrid schedule, a brand-new workplace, and the opportunity to make a visible impact within a growing organization.

A growing organization is seeking an Executive Administrative Assistant to provide executive-level administrative support while coordinating day-to-day office operations. Serve as a trusted resource for leaders, employees, and visitors by ensuring office operations run smoothly, supporting meetings and events, and delivering exceptional organizational support.

Responsibilities

• Serve as the primary point of contact for employees on an assigned office floor.
• Support daily office operations, including office supplies, deliveries, and maintaining an organized workplace.
• Coordinate with Facilities on maintenance requests, office space needs, and workplace improvements.
• Manage conference room scheduling and shared meeting spaces.
• Welcome visitors and coordinate logistics for onsite meetings and activities.
• Manage complex calendars for managers, directors, and executive leaders, including scheduling, prioritization, conflict resolution, and forward planning.
• Manage inbox communications, prioritize requests, and escalate urgent matters when appropriate.
• Coordinate meeting logistics, including room reservations, catering, presentation materials, and follow-up activities.
• Process expense reports, coordinate business travel, and manage vendor scheduling and payments.
• Plan and coordinate internal meetings, employee events, recognition programs, and office activities.
• Support accounts payable activities, invoice processing, budget tracking, and vendor coordination.
• Coordinate onboarding logistics, including workstation setup, technology requests, and new hire readiness.
• Partner with Executive Assistants and cross-functional teams to support leadership initiatives and office operations.
• Provide backup reception support as needed, including visitor assistance, phone coverage, and delivery coordination.
• Identify opportunities to improve office operations and enhance the employee experience.

Qualifications

• Three or more years of experience supporting managers, directors, and/or C-suite executives is required.
• Three to five years of administrative, office operations, or coordination experience.
• Strong organizational skills with exceptional attention to detail.
• Demonstrated ability to manage multiple priorities while exercising sound judgment in a fast-paced environment.
• Excellent written, verbal, and interpersonal communication skills.
• Experience coordinating meetings, calendars, travel, events, and executive support activities.
• Comfortable collaborating across multiple departments and supporting employees at all levels of the organization.
• Proficiency with Microsoft Office or comparable productivity tools.