Executive Administrative Assistant

Executive Administrative Assistant Description Join a Global Leader and Make an Impact Are you an experienced senior administrative professional looking for a dynamic contract opportunity? This is your chance to work with C-Suite and senior executives at our direct client , a globally recognized organization known for innovation, respect for people, and continuous improvement. In this role, you'll be the go-to resource for executive support, managing calendars, coordinating travel, and ensuring smooth operations across multiple time zones. If you thrive in fast-paced environments and enjoy being at the center of strategic initiatives, we want to hear from you! About the Role We are seeking a highly organized and proactive Executive Administrative Assistant to support senior leadership. This contract position is ideal for someone with prior experience supporting C-level or senior executives who can hit the ground running and deliver exceptional results. Key Responsibilities Calendar & Meeting Management Schedule monthly, weekly, and daily conference calls. Reserve conference rooms and arrange catered meals as needed. Coordinate and manage executive calendars, including General and Group Managers. Compile meeting agendas and required information for executive meetings. Collaborate with other Executive Assistants for committee and department meetings. Meet service-level targets for responsiveness, typically managing calendar requests within 2 hours and urgent requests within 30 minutes. Travel & Expense Coordination Arrange domestic and international travel, including flights, hotels, and ground transportation. Process expense reports accurately and on time using tools such as Chrome River and FCM Travel. Administrative Support Maintain distribution lists and assist with departmental communications. Provide backup coverage for other Executive Assistants during absences. Support executives across different U.S. time zones. Provide flexibility for remote and on-site support as needed. Collaboration & Communication Partner with other administrative teams to ensure seamless operations. Use tools such as Outlook, Microsoft Teams, phone, and text for communication. Maintain a high level of professionalism and confidentiality when interacting with executives and internal teams. Training & Onboarding Complete onboarding within one week. Become fully operational within approximately 3-5 months. Participate in required training, including Data Privacy, Antitrust, and quarterly courses through the internal learning platform. Risk Management & Contingency Support contingency plans for unexpected Executive Assistant departures, sick leave, or technology failures. Adhere to NDA and Data Handling Agreements when handling sensitive and confidential information. Maintain confidentiality of executive and company information. Requirements Bachelor's degree in Business Administration, Communications, or a related field. 3-5 years of proven experience in executive administrative support and office operations. Experience communicating and applying company policies and procedures. Advanced proficiency in Microsoft Office Suite, especially Excel, PowerPoint, Word, and Outlook. Experience with Microsoft Teams and other collaboration tools. Experience with Chrome River, FCM Travel, or similar travel and expense management platforms is preferred. Required Skills & Qualifications Strong organizational and time-management skills. Excellent written and verbal communication skills. Strong attention to detail and ability to manage multiple priorities. Experience supporting C-level or senior executives. Experience with ticketing systems such as ServiceNow for submitting and tracking IT requests. Ability to work independently and collaboratively in a fast-paced environment. Ability to handle confidential and sensitive information professionally. Flexibility to support executives across multiple time zones. Strong problem-solving and decision-making abilities. Commitment to continuous learning and professional development. Ability to foster a positive and productive work environment. Experience with continuous improvement, standardized work, and problem-solving methodologies is a plus. Optional: Japanese language skills for translation and communication support. PROLIM Corporation