An Executive Assistant provides skilled administrative support for a company executive or professional staff at an organization. Schedules meetings, calls and travel, manages correspondence, handles outside information requests and staff communications; may assist with preparing presentations.
Initial 4-Month Contract, possibility for extension We are seeking an experienced Executive Administrative Assistant to provide high-level administrative support to multiple executives and senior leaders. This role requires exceptional organizational skills, discretion, and the ability to manage complex schedules, travel logistics, confidential information, and cross-functional coordination in a fast-paced environment. Key Responsibilities Provide administrative support to multiple executives and senior leaders across the organization. Perform general administrative duties including data entry, document preparation, filing, ordering office supplies, copying, and printing. Maintain confidential files and handle sensitive information with discretion. Monitor executive email inboxes, research inquiries, and respond on behalf of leadership as appropriate while serving as a liaison to internal and external stakeholders. Manage complex calendars across multiple time zones, prioritizing meetings, resolving scheduling conflicts, and ensuring executives are prepared for upcoming commitments. Schedule, record, and coordinate team meetings using approved AI transcription tools. Coordinate team events, off-site meetings, and business dinners. Maintain and update conference schedules to support executive planning and travel preparation. Coordinate domestic and international travel arrangements, including flights, accommodations, ground transportation, and itineraries while ensuring compliance with company travel policies. Manage travel documentation including passports, visas, electronic travel authorizations, arrival documentation, and other required travel credentials. Prepare comprehensive travel itineraries detailing transportation, lodging, meetings, dining arrangements, and key contacts. Track conference registration deadlines and coordinate one-on-one meeting requests to maximize executive schedules. Respond quickly to travel disruptions, itinerary changes, and cancellations while maintaining clear communication with travelers. Coordinate with internal travel, safety, security, and risk management teams when travel-related issues arise. Prepare, reconcile, and submit executive expense reports. Coordinate departmental projects from planning through completion. Provide guidance or mentorship to junior administrative staff as needed. Assist with onboarding activities for new employees and interns. Perform additional administrative duties as assigned. Required Qualifications High school diploma or GED required; associate's or bachelor's degree preferred. Minimum of 3-5 years of administrative support experience, including experience supporting senior leadership. Excellent interpersonal and customer service skills. Strong organizational and time management skills with the ability to prioritize multiple tasks independently. Excellent written and verbal communication skills. Strong attention to detail and problem-solving abilities. Ability to maintain confidentiality while handling sensitive information. Advanced proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Teams) and other business software. Experience using travel booking and expense management platforms. Comfortable using standard office equipment. Willingness to work occasional evenings, weekends, holidays, or overtime on short notice when business needs require. ...
