Executive Admin Assistant 3

The Executive Administrative Assistant provides high-level support to senior executives, managing complex calendars, travel arrangements, and confidential correspondence. This role requires a highly experienced professional capable of operating in a fast-paced, dynamic environment, with a focus on organization, communication, and proactive planning. The position also involves collaboration with cross-functional teams to ensure seamless operational execution and efficient workflow management.

Responsibilities

• Manage and prioritize the VP''s complex calendar, scheduling meetings and appointments across multiple time zones.
• Serve as the primary point of contact for internal and external communications, responding promptly and professionally.
• Coordinate travel arrangements including flights, accommodations, transportation, and related logistics.
• Prepare and organize agendas, pre-reads, and meeting materials in advance.
• Anticipate the needs of executive leadership to proactively address scheduling or operational challenges.
• Assist in preparing and submitting executive expense reports accurately and timely.
• Support coordination of special projects, events, and off-site meetings, ensuring all logistics are handled efficiently.
• Collaborate with the Chief of Staff, Head of Internal Communications, and cross-functional teams to maintain operational cadence.
• Handle sensitive information with the utmost discretion and confidentiality.
• Act as a key liaison, ensuring open communication and streamlined workflow between executives and their teams.

Qualifications

• Minimum of 8 years of experience supporting senior executive leadership, preferably at an SVP level.
• Proven ability to manage complex calendars and travel logistics in a fast-paced environment.
• Exceptional organizational skills with a keen eye for detail and efficiency.
• Strong communication skills, both written and verbal, with the ability to handle sensitive situations discreetly.
• Proficiency in SaaS applications, including Concur, Google Apps, EchoSign, and other collaboration tools.
• Skilled in Microsoft Office Suite and procurement platforms.
• Demonstrated capacity to prioritize tasks effectively and adapt to changing priorities.
• Experience coordinating small projects, meetings, and off-site events.
• Availability outside of regular office hours to meet the demands of executive support.
• Ability to work collaboratively across departments to ensure operational excellence.

Publishing Pay Range: $35.00 - $40.00 Hourly

This position is based in the office and requires employee to work on-site.