Executive Administrative Assistant

Executive Administrative Assistant

Our client is seeking an Executive Administrative Assistant to provide high-level administrative support to four Senior Vice Presidents within the Finance organization. This role requires a detail-oriented professional with 7–10 years of experience managing complex calendars, travel arrangements, and financial documentation in a fast-paced corporate environment.

Responsibilities & Qualifications

• Provide comprehensive administrative support to four Senior Vice Presidents, including calendar management, meeting coordination, and scheduling
• Manage complex travel arrangements, event planning, and expense/travel report reconciliation using AMEX Global Business Travel
• Process financial documents including statements of work, purchase orders, invoices, and expense reports with accuracy and timeliness
• Support supplier and vendor management activities through the Coupa system
• Create presentations, prepare meeting materials, and maintain accurate documentation using Microsoft Office suite
• Interact professionally with internal employees, external clients, and advisors while maintaining confidentiality and organizational professionalism
• Anticipate business needs, identify potential issues, and propose proactive solutions to support executive operations
• Coordinate both on-site and off-site events and perform additional duties as assigned

Requirements

• 7–10 years of executive-level administrative support experience
• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook) and Microsoft Teams
• Demonstrated expertise with Coupa, Nitro Pro, and AMEX Global Business Travel systems
• Strong organizational and calendar management skills with ability to manage multiple competing priorities
• Experience with travel planning, expense report processing, and purchase order handling
• Excellent written and verbal communication skills with keen attention to detail
• 1099 or independent contractor status (own corporation) required; must be able to work on a contract basis