Senior Executive Assistant

Senior Executive Assistant

Apex Systems is a world class technology services business that incorporates industry insights and experience to deliver solutions that fulfill our clients' digital visions.

Position Overview:

The Senior Executive Assistant will provide high-level administrative support to the VP leaders and when possible, the position will also provide support to other members of the leadership team, as needed. This role operates as a strategic partner and force multiplier, so not the traditional administrative support role. While tactical execution (calendar, travel, logistics) must be flawless, those capabilities are table stakes. The differentiator we are looking for is judgment, anticipation, and business acumen that extends our leader's effectiveness across the organization, helping prioritize competing demands, anticipate emerging issues, and ensure the leaders time and attention are focused on the highest-value work. The ideal candidate is a seasoned, detail-oriented professional with exceptional multitasking abilities and a proactive mindset. This role requires excellent communication skills, sound judgment, discretion, and the ability to operate independently in a fast-paced environment.

Responsibilities:

Executive Support & Point of Contact: Serve as the primary liaison for the VP, International Downstream Marketing, and assigned VP leaders both in-person and virtually, ensuring seamless communication and coordination.

Calendar & Scheduling Management: Manage complex calendars including prioritizing meetings, resolving scheduling conflicts, and coordinating logistics such as room bookings, agendas, IT setup, presentations, catering, and attendee updates.

Calendar Alignment: Ensure the Growth organization's calendar is synchronized with the broader enterprise calendar.

Digital Collaboration Tools: Maintain and update the team collaboration spaces like Teams and SharePoint to support team communication and alignment.

Expense Management: Prepare and submit expense reports via Concur, ensuring accuracy and compliance. Reconcile corporate card transactions regularly.

Meeting Coordination: Organize and facilitate meetings across platforms (MS Teams, Zoom, etc.), including agenda preparation, minute-taking, action item tracking, and presentation development. Lead logistics for quarterly town Halls.

Event Planning: Plan and execute team offsites, social events, and other gatherings led by the leaders they support, including venue selection, catering, and vendor coordination.

Vendor & Purchase Order Management: Use SAP to create vendor accounts and process purchase orders. Track approvals and ensure timely payments.

Invoice Processing: Manage invoices, resolve discrepancies, and maintain accurate financial records.

Travel Arrangements: Coordinate domestic and international travel, including flights, accommodations, ground transportation, and itinerary management. Handle last-minute changes with agility.

Confidentiality & Communication: Handle sensitive corporate information with discretion and communicate professionally within scope of authority.

Additional Duties: Perform other responsibilities as assigned to support the effectiveness of the growth office

Education and Experience:

Minimum Requirements:

710 years of experience supporting C-level executives, GMs and marketing leads.

Proven ability to manage complex projects and coordinate across stakeholders.

Experience in global organizations, navigating time zones and cultural nuances.

Experience in high-growth, fast-paced, or highly ambiguous environments

Evidence of owning initiatives beyond administrative tasks (executive offsites, special projects, cross-functional coordination)

Skills/Competencies:

Dependable, highly organized and very detail oriented.

Ability to act independently and use discretionary judgment.

Demonstrated problem-solving and project management skills.

High proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), MS Teams, SharePoint, and Smartsheet.

Experience with Concur and SAP is highly desirable.

Exceptional verbal, written, and presentation skills.

Ability to manage multiple priorities and work effectively under pressure.

Strong interpersonal skills and a collaborative, team-oriented approach.

Resilient and professional mindset in a dynamic and fast-moving environment