Executive Administrative Assistant

Job Description

Job Description

We are looking for a highly organized, energetic, proactive Executive Administrative Assistant to support senior leadership while also helping manage day-to-day office operations. This role is ideal for someone who thrives on multitasking, enjoys variety in their workday, and takes pride in supporting management and an office running smoothly. Time will be allocated among high-level administrative support and hands-on office management, including office tasks and organizing employee events.

Key Responsibilities

Executive Support

• Manage complex calendars, scheduling meetings, and resolving time/travel conflicts.
• Coordinate travel arrangements, itineraries, and expense reports.
• Draft, proofread, and send correspondence, memos, and presentations on behalf of executives.
• Screen calls, emails, and requests, prioritizing based on urgency and relevance.
• Prepare meeting agendas, take minutes, and track follow-up action items.
• Act as a liaison between executives and internal/external stakeholders.

Office Management

• Maintain and monitor office supply inventory; place orders and manage vendor relationships.
• Track equipment, furniture, and asset inventories, ensuring accurate records.
• Coordinate office maintenance requests and manage relationships with building management and service providers.
• Ensure the office environment is organized, stocked, and functioning efficiently.
• Manage incoming/outgoing mail and shipments.

Employee Engagement & Events

• Plan and execute employee events (holiday parties, team-building activities, birthdays, milestones, off-sites).
• Coordinate logistics: venue booking, catering, budgets, invitations, and vendor coordination.
• Support onboarding logistics for new hires (workstation setup, welcome materials, first-day coordination).
• Assist with internal communications related to office announcements and events.

General Administrative Support

• Multitask across competing priorities in a fast-paced environment.
• Maintain confidentiality with sensitive information.
• Support ad hoc projects and cross-functional initiatives as needed.
• Identify opportunities to improve office processes and efficiency.

Required

• 3+ years of experience in an executive assistant, administrative, or office management role.
• Excellent written and verbal communication skills.
• Strong organizational skills with keen attention to detail.
• Proficiency in Microsoft Office / Google Workspace (calendar, email, docs, spreadsheets).
• Ability to juggle multiple priorities and deadlines.
• Discretion when handling confidential information.

Preferred

• Experience managing office/building management or vendor relationships.
• Event planning experience.
• Familiarity with expense management tools.
• Experience supporting C-level or senior executives.

Core Competencies

• Organization: Keeps track of multiple moving parts without losing sight of details.
• Resourcefulness: Solves problems independently and anticipates needs before being asked.
• People Skills: Comfortable interacting with executives, employees, and outside vendors alike.
• Adaptability: Comfortable shifting between strategic support and hands-on tasks.
• Discretion: Trusted with sensitive and confidential information.

physical requirements

• Must be able to remain in the stationary position 95% of the time
• Constantly operate a computer and other office equipment such as telephone
• Regular & predictable attendance is essential for this position