Administrative Assistant

Executive Administrative Assistant

The Executive Administrative Assistant provides high-level administrative support to senior business leaders, helping ensure efficient day-to-day operations, effective executive communication, and seamless coordination across internal and external stakeholders. This role requires exceptional judgment, discretion, attention to detail, and the ability to manage competing priorities in a fast-paced, high-pressure environment.

Key Responsibilities

• Manage complex calendars for senior business leaders, including prioritizing requests, resolving scheduling conflicts, and ensuring leaders are prepared for meetings and commitments.
• Coordinate, schedule, and support meetings, including preparing agendas, gathering materials, confirming attendees, managing logistics, and documenting follow-up items as needed.
• Host and facilitate Microsoft Teams meetings, including setting up meeting links, managing participant access, supporting presentations, and troubleshooting basic meeting needs.
• Book domestic and international travel arrangements, including flights, hotels, ground transportation, itineraries, and related logistics in alignment with company policies.
• Prepare, submit, and track expense reports accurately and timely, ensuring appropriate documentation, receipts, coding, and approvals.
• Plan and coordinate business events, leadership meetings, offsites, team gatherings, and other activities, including venue coordination, catering, communications, materials, and day-of execution.
• Prepare, edit, and coordinate PowerPoint presentations and related content for meetings, business reviews, leadership updates, and executive communications.
• Coordinate content from multiple contributors, ensuring materials are complete, accurate, well-organized, and delivered on deadline.
• Manage office supply needs, including ordering, inventory monitoring, vendor coordination, and ensuring the workspace is appropriately equipped.
• Handle confidential and sensitive information with professionalism, discretion, and sound judgment.
• Serve as a reliable point of contact for internal partners, external stakeholders, and other administrative professionals.
• Support special projects and ad hoc requests that improve executive effectiveness, team coordination, and business operations.

Basic Qualifications- High school diploma or equivalent- Typically five or more years of experience in administrative and support staff activities.

Required Qualifications

• Proven experience providing administrative support to senior leaders, executives, or comparable business leadership roles.
• Expert knowledge of Microsoft 365 products, including Microsoft Teams, Outlook, PowerPoint, Word, and related collaboration tools.
• Demonstrated ability to manage complex calendars, meeting logistics, travel arrangements, and expense reporting processes.
• Strong proficiency creating, formatting, editing, and coordinating PowerPoint presentations and executive-level materials.
• Experience planning meetings, events, offsites, or other business gatherings with multiple stakeholders and moving parts.

Required Skills and Competencies

• Ability to work effectively in high-pressure situations while maintaining composure, professionalism, and sound judgment.
• Exceptional written and verbal communication skills, with the ability to communicate clearly, tactfully, and professionally across all levels of the organization.
• Strong attention to detail and commitment to accuracy, follow-through, and quality execution.
• High degree of discretion and integrity when managing confidential, sensitive, or business-critical information.
• Excellent organizational and time-management skills, with the ability to prioritize competing demands and meet deadlines.
• Proactive problem-solving mindset with the ability to anticipate needs, remove obstacles, and keep work moving forward.
• Strong interpersonal skills and ability to build trusted working relationships with leaders, peers, stakeholders, and external contacts.
• Flexibility and adaptability in a fast-paced environment with shifting priorities and urgent requests.

Preferred Attributes

• Executive presence and the ability to represent senior leaders professionally in written, verbal, and in-person interactions.
• Strong business acumen and ability to understand priorities, anticipate leader needs, and connect work to broader business objectives.
• Comfort working independently with minimal supervision while knowing when to escalate issues or seek guidance.
• Ability to manage multiple leaders, stakeholders, deadlines, and deliverables with consistency and reliability.
• Knowledge and experience with AI apps (e.g. Copilot)

If there's anything we can do to accommodate a disability during any portion of the application or hiring process, please refer to our disability accommodations for applicants.

Benefits:

Our approach to benefits and total rewards considers our team members' whole selves and what may be needed to thrive in and outside work. That's why our benefits are designed to help you and your family boost your health, protect your financial security and give you peace of mind. Our benefits include the following:

• Healthcare (medical, dental, vision)
• Basic term and optional term life insurance
• Short-term and long-term disability
• Pregnancy disability and parental leave
• 401(k) and employer-funded retirement plan
• Paid vacation (from two to five weeks depending on salary grade and tenure)
• Up to 11 paid holiday opportunities
• Adoption assistance
• Sick and Safe Leave accruals of one hour for every 30 worked, up to 80 hours per calendar year unless otherwise provided by law

Review our full benefits available by employment status here.

U.S. Bank is an equal opportunity employer. We consider all qualified applicants without regard to race, religion, color, sex, national origin, age, sexual orientation, gender identity, disability or veteran status, and other factors protected under applicable law.

E-Verify

U.S. Bank participates in the U.S. Department of Homeland Security E-Verify program in all facilities located in the United States and certain U.S. territories. The E-Verify program is an Internet-based employment eligibility verification system operated by the U.S. Citizenship and Immigration Services. Learn more about the E-Verify program.

The salary range reflects figures based on the primary location, which is listed first. The actual range for the role may differ based on the location of the role. In addition to salary, U.S. Bank offers a comprehensive benefits package, including incentive and recognition programs, equity stock purchase 401(k) contribution and pension (all benefits are subject to eligibility requirements). Pay Range: $24.18 - $32.21

U.S. Bank will consider qualified applicants with arrest or conviction records for employment. U.S. Bank conducts background checks consistent with applicable local laws, including the Los Angeles County Fair Chance Ordinance and the California Fair Chance Act as well as the San Francisco Fair Chance Ordinance. U.S. Bank is subject to, and conducts background checks consistent with the requirements of Section 19 of the Federal Deposit Insurance Act (FDIA). In addition, certain positions may also be subject to the requirements of FINRA, NMLS registration, Reg Z, Reg G, OFAC, the NFA, the FCPA, the Bank Secrecy Act, the SAFE Act, and/or federal guidelines applicable to an agreement, such as those related to ethics, safety, or operational procedures.

Applicants must be able to comply with U.S. Bank policies and procedures including the Code of Ethics and Business Conduct and related workplace conduct and safety policies.

Posting may be closed earlier due to high volume of applicants.