Executive Assistant Pay rate: $40-$50/hr

Position Summary:

The Executive Assistant / Administrative Assistant provides high-level administrative, organizational, and operational support to division leadership and staff. This role is responsible for managing schedules, coordinating meetings and travel, preparing communications and reports, supporting division-level processes, and ensuring daily administrative activities run efficiently and professionally.

Responsibilities:

Provide administrative support to division leadership and staff, including calendar management, meeting coordination, correspondence, and follow-up tracking. Schedule and coordinate meetings, including preparing agendas, materials, presentations, minutes, and action items. Arrange domestic and international travel, including itineraries, accommodations, transportation, and expense reporting. Prepare, edit, and format documents, reports, presentations, spreadsheets, and internal communications. Support division events, leadership meetings, employee communications, and special projects. Maintain confidential files, records, organizational charts, distribution lists, and department documentation. Process purchase requisitions, invoices, expense reports, and other administrative transactions as required. Serve as a professional point of contact for internal teams, external visitors, customers, and vendors. Coordinate onboarding activities, office supplies, facility requests, and general administrative needs for division staff. Track deadlines, project milestones, compliance items, and recurring reporting requirements. Identify opportunities to improve administrative processes, communication flow, and office efficiency. Handle sensitive and confidential information with discretion and professionalism.

Qualifications:

Strong proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and Teams. Excellent written and verbal communication skills. Strong organizational skills with the ability to manage multiple priorities and deadlines. High level of professionalism, discretion, attention to detail, and follow-through. Ability to work independently, anticipate needs, and proactively solve problems. Experience with travel booking, expense reporting, purchasing systems, or ERP tools preferred.

Education & Experience:

High school diploma or equivalent required; associate or bachelor's degree preferred. 5+ years of administrative support experience, preferably supporting senior leaders or a division-level team. #PRO