Executive Administrative Assistant

Key Responsibilities

Executive Support & Time Management

• Manage the Leader's calendar and agenda using best-practice time management principles, ensuring an effective and efficient balance of planned and unplanned work.
• Book and manage complex domestic and international travel logistics, conference calls, and conference attendance for the manager and potentially the broader team.
• Channel executive communications and materials efficiently across the organization.

Event, Meeting & Culture Planning

• Plan and organize team meetings, managing arrangements (hotel bookings, catering, social events). Proactively prepare agendas, gather necessary materials and take minutes.
• Plan and organize large-scale events, including Launch and Project Team Events, holding full budget responsibility for these initiatives.
• Organize employee and team events, such as company anniversaries, joining and farewell celebrations, and team-building activities.

Financial & Operational Administration

• Assist with the team budget, closely monitoring Travel & Expenses (T&E) costs. Research and analyze financial discrepancies, create and submit purchase orders, and compile expense reports.
• Coordinate department/functional interview scheduling, office moves, office supply management, and vendor relationships.

Information & Document Management

• Edit and format executive-level presentations, reports, legal documentation, and other business materials. Compile highly confidential business and financial information.
• Manage and maintain department Intranet pages and gDrives, assisting with the logical filing and organization of critical information.

Departmental Leadership & Training

• Serve as the go-to person for general operational or administrative inquiries, requiring exceptional knowledge of organizational policies and procedures.
• Act as the department lead on new systems, processes, and training compliance. May act as the Training Solution Tool Administrator for the team.
• Develop and deliver administrative services training materials and tools. Support the onboarding and training of new department staff on processes, systems, practices, and tools.

Cross-Functional Collaboration & Projects

• Actively participate in internal company meetings with other administrative professionals, promote new ways of working, improve work processes, and foster an exchange of ideas and support among colleagues.
• Partner routinely with other Executive Assistants and provide flexible, positive backup support to other leaders and teams as needed, adapting quickly to change.
• Actively participate in (or lead, as appropriate) administrative project initiatives within or outside the functional area.
• Perform other duties as assigned by management.

Who You Are

• High School diploma required
• At least 4 years of relevant administrative assistant experience, 6 years preferred.
• Must have working knowledge of gMail and other Google software (gSheets, gDocs, etc) in addition to MS Office applications: Word, Excel, PowerPoint, Access and related office software programs.
• Excellent attention to detail and effective planning and organizational skills are required and must have experience managing multiple tasks and assignments.
• Must have strong verbal and written communication skills. Communicates clearly, concisely, thoroughly and in a highly professional and timely manner with all internal and external partners/stakeholders.
• Proven track record and experience handling highly confidential or sensitive information in a consistently appropriate and effective manner.
• Business and financial acumen; have an in-depth understanding of business operations and is capable of performing financial and other business analyses and reporting.
• Eagerness to learn and willingness to proactively contribute to overall business success and team health.
• Problem-solving and decision-making skills.
• Leadership skills and ability to drive process improvement best practice initiatives across an organization.
• Partnering and negotiation skills and ability to influence others without authority; strong interpersonal skills and considerable organizational savvy; knows how to navigate internally to find the appropriate resources and contacts in an expeditious and effective manner.