Executive Administrative Assistant

Administrative Assistant

This role offers the opportunity to work closely with business leaders across Finance, Legal, and Human Resources, contributing to the success of multiple functions within the organization. You'll play a key role in supporting business operations while gaining exposure to a variety of professional disciplines in a collaborative and team-oriented environment.

Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.

Key Responsibilities

Administrative & Departmental Support:

• Provide day-to-day administrative support to Finance, Legal, and Human Resources leadership.
• Manage calendars, coordinate meetings, schedule appointments, and prepare meeting materials.
• Create, format, proofread, and maintain reports, presentations, correspondence, and other business documents.
• Coordinate travel arrangements and process expense reports as needed.
• Maintain organized electronic and physical filing systems, records, and departmental documentation.
• Assist with special projects, internal communications, and administrative initiatives.
• Serve as a key point of contact for departmental requests and follow-up activities.
• Take meeting notes, prepare summaries, and track action items for leadership meetings and other critical business discussions.

Finance Support:

• Assist with processing invoices, expense reports, purchase orders, and related financial documentation.
• Support the organization and maintenance of financial records and reports.
• Coordinate finance-related meetings, prepare supporting materials, and track follow-up actions.
• Provide administrative assistance to accounts payable, accounts receivable, and other finance functions as needed.

Legal Support:

• Prepare, format, organize, and maintain contracts, policies, legal documents, and correspondence.
• Manage contract files, legal records, and document tracking systems.
• Coordinate document approvals, signatures, and distribution.
• Schedule meetings and coordinate communications with internal stakeholders and external legal partners.
• Support administrative activities related to contract management, compliance initiatives, and legal processes.
• Handle sensitive legal information with the highest level of confidentiality and professionalism.

Human Resources Support:

• Assist with preparing and distributing HR communications, policies, and employee materials.
• Support HR reporting, data entry, recordkeeping, and routine departmental tracking activities.
• Handle confidential employee information with discretion and professionalism.
• Provide administrative support for various HR initiatives and programs.

Qualifications

• 3+ years of administrative, executive assistant, or office support experience preferred.
• Experience supporting Finance, Legal, Human Resources, or other professional business functions is highly desirable.
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Exceptional organizational and time-management skills.
• Strong attention to detail and accuracy.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities, meet deadlines, and adapt to changing business needs.
• Proven ability to maintain confidentiality and exercise sound judgment.
• Strong interpersonal skills with a customer-service-oriented mindset.

Preferred Competencies

• Organization and prioritization
• Professionalism and discretion
• Attention to detail and accuracy
• Initiative and problem-solving
• Collaboration and relationship building
• Communication and follow-through
• Dependability and accountability