Executive Administrative Assistant

Job Description

Job Description

Position Summary:
The Executive Assistant / Administrative Assistant provides high-level administrative, organizational, and operational support to division leadership and staff. This role is responsible for managing schedules, coordinating meetings and travel, preparing communications and reports, supporting division-level processes, and ensuring daily administrative activities run efficiently and professionally.
Responsibilities:
· Provide administrative support to division leadership and staff, including calendar management, meeting coordination, correspondence, and follow-up tracking.
· Schedule and coordinate meetings, including preparing agendas, materials, presentations, minutes, and action items.
· Arrange domestic and international travel, including itineraries, accommodations, transportation, and expense reporting.
· Prepare, edit, and format documents, reports, presentations, spreadsheets, and internal communications.
· Support division events, leadership meetings, employee communications, and special projects.
· Maintain confidential files, records, organizational charts, distribution lists, and department documentation.
· Process purchase requisitions, invoices, expense reports, and other administrative transactions as required.
· Serve as a professional point of contact for internal teams, external visitors, customers, and vendors.
· Coordinate onboarding activities, office supplies, facility requests, and general administrative needs for division staff.
· Track deadlines, project milestones, compliance items, and recurring reporting requirements.
· Identify opportunities to improve administrative processes, communication flow, and office efficiency.
· Handle sensitive and confidential information with discretion and professionalism.
Qualifications:
· Strong proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and Teams.
· Excellent written and verbal communication skills.
· Strong organizational skills with the ability to manage multiple priorities and deadlines.
· High level of professionalism, discretion, attention to detail, and follow-through.
· Ability to work independently, anticipate needs, and proactively solve problems.
· Experience with travel booking, expense reporting, purchasing systems, or ERP tools preferred.
Education & Experience:
· High school diploma or equivalent required; associate or bachelor's degree preferred.
· 5+ years of administrative support experience, preferably supporting senior leaders or a division-level team.