Executive Office Assistant

Job Description

Job Summary

The Executive Assistant provides high-level administrative support to senior leadership within a professional services organization in the regional area. This role is responsible for managing executive communications, coordinating schedules and client interactions, and maintaining efficient office operations. The position plays a critical role in ensuring smooth daily workflow, supporting client service excellence, and enabling leadership to focus on strategic priorities.

Key Responsibilities:

• Serve as the primary point of contact for executives, managing phone calls, messages, emails, and correspondence

• Coordinate and schedule appointments, meetings, and client interactions

• Prepare, format, and type documents based on executive or professional staff instructions

• Maintain and organize office filing systems, both physical and electronic

• Manage incoming and outgoing mail, deliveries, and office communications

• Greet clients and visitors in a professional and welcoming manner

• Monitor and maintain office supplies and equipment; place orders as needed

• Ensure confidentiality and proper handling of sensitive information

• Assist with general office management and administrative support tasks

Minimum Education & Experience Requirements:

• High school diploma, GED, or equivalent required

• Associate’s or bachelor’s degree preferred

• 1–3 years of administrative, executive support, or office management experience preferred

• Experience in a professional services environment (e.g., legal, financial, or corporate office) is a plus

Special Requirements:

• Ability to handle confidential and sensitive information with discretion

• Strong reliability and ability to meet strict deadlines

• Proficiency in standard office procedures and professional etiquette

Knowledge, Skills, and Abilities:

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)

• Excellent organizational and time management skills

• Strong written and verbal communication abilities

• High attention to detail and accuracy

• Ability to multitask and prioritize effectively in a fast-paced environment

• Strong interpersonal skills and ability to work collaboratively with a team

• Ability to follow instructions and take direction from leadership

• Professional demeanor with a client-focused mindset

Additional Desired Characteristics:

• Experience supporting multiple executives or a small team

• Familiarity with document preparation or administrative work in a structured environment

• Positive attitude, patience, and adaptability

• Strong problem-solving skills and initiative

Work Environment:

• This is an in-office position within a professional office setting in the regional area

• Standard business hours with occasional need for flexibility based on workload

• Minimal to no travel required