What are the responsibilities and job description for the Executive Administrative Assistant position at TheStaffed?
Our client is seeking an Executive Administrative Assistant to provide high-level administrative support to four Senior Vice Presidents within the Finance organization. This role requires a detail-oriented professional with 7–10 years of experience managing complex calendars, travel arrangements, and financial documentation in a fast-paced corporate environment.
Responsibilities & Qualifications
- Provide comprehensive administrative support to four Senior Vice Presidents, including calendar management, meeting coordination, and scheduling
- Manage complex travel arrangements, event planning, and expense/travel report reconciliation using AMEX Global Business Travel
- Process financial documents including statements of work, purchase orders, invoices, and expense reports with accuracy and timeliness
- Support supplier and vendor management activities through the Coupa system
- Create presentations, prepare meeting materials, and maintain accurate documentation using Microsoft Office suite
- Interact professionally with internal employees, external clients, and advisors while maintaining confidentiality and organizational professionalism
- Anticipate business needs, identify potential issues, and propose proactive solutions to support executive operations
- Coordinate both on-site and off-site events and perform additional duties as assigned
Requirements
- 7–10 years of executive-level administrative support experience
- Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook) and Microsoft Teams
- Demonstrated expertise with Coupa, Nitro Pro, and AMEX Global Business Travel systems
- Strong organizational and calendar management skills with ability to manage multiple competing priorities
- Experience with travel planning, expense report processing, and purchase order handling
- Excellent written and verbal communication skills with keen attention to detail
- 1099 or independent contractor status (own corporation) required; must be able to work on a contract basis