Administrative Assistant

Executive Administrative Assistant

Our client is seeking a highly organized, proactive, and professional Executive Administrative Assistant to support senior leadership within one of their organizations. This individual will provide dedicated administrative support to multiple executives while partnering closely with a collaborative network of administrative professionals across the broader organization.

This role requires an experienced administrative professional who thrives in a fast-paced, meeting-intensive environment and can confidently manage competing priorities, complex calendars, travel arrangements, and executive support responsibilities. The ideal candidate will be comfortable taking ownership of day-to-day operations while building strong relationships with leaders, stakeholders, and fellow administrative professionals.

Key Responsibilities

• Manage multiple complex executive calendars and scheduling priorities.
• Proactively identify scheduling conflicts, overlapping commitments, and priority conflicts.
• Coordinate calendar adjustments while balancing business needs and executive preferences.
• Anticipate upcoming scheduling demands and maintain forward-looking calendar planning.

• Schedule and coordinate meetings involving senior leaders, cross-functional teams, and external stakeholders.
• Partner with other administrative professionals to navigate competing priorities and secure meeting availability.
• Coordinate meeting logistics, conference rooms, virtual meeting platforms, and supporting materials as needed.

• Arrange domestic and international travel accommodations.
• Prepare and process expense reports in a timely manner.
• Utilize Concur or similar travel and expense management platforms.
• Ensure compliance with company travel and expense guidelines.

• Provide direct administrative support to assigned executives and leadership team members.
• Assist with department communications, team coordination, and administrative requests.
• Learn and adapt to leadership preferences, communication styles, and business priorities.
• Build strong working relationships across the leadership team and broader organization.

• Collaborate closely with a team of experienced administrative professionals.
• Participate in administrative team meetings, knowledge-sharing sessions, and organizational initiatives.
• Serve as a trusted partner to leaders and stakeholders while maintaining confidentiality and professionalism.
• Leverage available resources and support networks to continuously improve effectiveness and efficiency.

Required Qualifications

• 3+ years of administrative, executive assistant, or related support experience.
• Experience supporting multiple executives, senior leaders, or leadership teams simultaneously.
• Advanced proficiency with Microsoft Outlook, including complex calendar management.
• Experience coordinating meetings across multiple stakeholders and departments.
• Experience with travel booking and expense reporting systems.
• Strong organizational and time management skills.
• Excellent verbal and written communication skills.
• Ability to manage competing priorities in a fast-paced environment.
• Professional demeanor with strong relationship-building skills.
• Ability to exercise sound judgment and discretion when handling sensitive information.

Preferred Qualifications

• Experience supporting executives within a large corporate environment.
• Concur experience preferred.
• Experience supporting security, technology, operations, or corporate leadership teams.
• Familiarity with Microsoft Office Suite, including Word, Excel, PowerPoint, and Teams.
• Experience working within a hybrid work environment.