Executive Administrative Assistant

Role Overview

The Executive Administrative Assistant is an essential partner supporting top-level executives (C-Suite) by managing complex schedules, organizing international and domestic travel, handling sensitive information, meeting deadlines, and facilitating communication within a global Executive Assistant team.

Primary Duties

• Oversee intricate calendars with effective scheduling of meetings, appointments, travel, and events.
• Arrange comprehensive travel plans including flights, lodging, transportation, and detailed itineraries.
• Manage confidential documents, including version control and SharePoint site maintenance.
• Create, edit, and proofread official correspondence, presentations, and various documents to uphold quality standards.
• Act as the main liaison between executives and internal/external stakeholders, prioritizing and streamlining communications.
• Coordinate meetings and events, prepare agendas, take minutes, track action items, and organize logistical details such as venues and catering.
• Assist in projects requiring benchmarking research, data analysis, budgeting, and invoicing.
• Mentor junior team members and contribute to optimizing organizational processes and best practices.
• Collaborate globally with other Executive Assistants and work in cross-functional teams.

Required Qualifications

• Between 5 to 7 years’ experience supporting C-suite executives in a fast-moving multinational business environment.
• Bachelor’s degree in Business Administration, Communications, or a related discipline preferred, or equivalent experience.
• Proficient in Microsoft Office tools including Word, Excel, PowerPoint, Outlook, SharePoint, and Teams at an advanced level.
• Ability to foster strong relationships throughout the company while handling difficult situations tactfully and discreetly.
• Exceptional organizational skills with a talent for multitasking and prioritizing in a dynamic setting.
• Strong communication abilities, both verbal and written, with a keen eye for grammar and detail.
• Trustworthy in handling confidential matters with integrity and discretion.
• Experience navigating complex global corporate environments sensitively and effectively.
• Capable problem solver with strong critical thinking and the capacity to anticipate and adjust to changing demands.
• Self-directed and able to manage competing priorities independently.

Additional Information

The role involves close collaboration among global Executive Assistant peers and includes mentoring and training responsibilities. The Assistant participates in cross-functional project teams and helps continuously refine practices and documentation to enhance organizational efficiency.