Executive Administrative Assistant

Executive Administrative Assistant

At Ruveon we're visionaries, driven to solve the world's toughest challenges and striving for a world where 'Health for all Hunger for none' is no longer a dream, but a real possibility. We're doing it with energy, curiosity and sheer dedication, always learning from unique perspectives of those around us, expanding our thinking, growing our capabilities and redefining 'impossible'. There are so many reasons to join us. If you're hungry to build a varied and meaningful career in a community of brilliant and diverse minds to make a real difference, there's only one choice.

Executive Assistant

YOUR TASKS AND RESPONSIBILITIES

• Provides comprehensive administrative support to executives, ensuring confidentiality and professionalism.
• Manages calendars, schedules meetings, and organizes travel arrangements.
• Prepares correspondence, reports, and presentations using various business software.
• Edits, proofs, and formats documents as needed.
• Screens calls and messages, managing interactions with internal and external sources.
• Maintains files and records, ensuring efficient organization.
• Assists in developing secretarial standards and practices for the organization.
• Handles confidential business and personnel information with discretion.
• Assembles and analyzes information, prepares reports, manuals, agendas, correspondence, and memoranda as guided by general company practice.
• Processes expense reports and invoices; manages Accounts Payable in coordination with accounting/finance/AP/vendors; orchestrates purchase orders, service entries, contracts, and capital project submissions in SAP or equivalent.
• Manages complex calendars across time zones.
• Organizes meetings, conferences, and events; drafts agendas for broader communications; manages RSVPs and tracking; coordinates logistics (venues, catering, equipment), ensuring activities align with company safety, compliance, and sustainability policies.
• Organizes business travel end-to-end; develops itineraries and agendas; books air/rail/ground transportation and lodging.
• Prepares materials in final form from very rough and involved drafts, which may utilize frequent use of technical terminology and combine materials from several sources.
• Collaborates with other assistants to share and coordinate workload.
• Supports, trains, and up-skills junior colleagues.
• Performs additional accountabilities as required

WHO YOU ARE

Ruveon seeks an incumbent who possesses the following:

Required Qualifications:

• High school diploma (Associates preferred).
• Proven experience as an Executive Assistant or in a similar administrative role in a fast-paced environment.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Strong organizational skills and ability to manage competing priorities.
• Excellent interpersonal skills and the ability to communicate effectively with employees at all levels of the organization.
• High level of discretion and confidentiality in handling sensitive information.

Preferred Qualifications:

• 8 years of relevant experience with HS Diploma or Associate's degree with 6 years' relevant experience.
• Familiarity and experience with AI tools and technologies that can enhance administrative processes and support efficiency improvements.
• AI Literacy & Curiosity: Demonstrated experience using public AI chatbots (e.g. ChatGPT, Gemini, Claude) for professional tasks (e.g. drafting, summarization, and research).
• Curiosity and willingness to learn about new technologies that can improve administrative workflows.
• Ability to write clear and concise instructions for technical tasks and for AI prompts to get desired results.
• Experience with SAP and Concur or other similar ERP and travel management systems.