Executive Assistant

Overview

This Executive Assistant role is a 12-month contract with potential extensions and possibility for conversion. The position is fully remote but requires the candidate to reside in New York, Connecticut, or Massachusetts. The pay rate ranges from $40 to $50 per hour.

Core Responsibilities

• Manage and organize executive calendars, including resolving conflicts to ensure smooth scheduling.
• Facilitate and support meetings—both internal and external—including video conferences and conference room preparation with catering and logistics.
• Coordinate all aspects of domestic and international travel arrangements for executives.
• Process expense reports and mileage reimbursements accurately and timely.
• Maintain organizational charts and essential administrative documentation.
• Drive communication within teams and follow up on correspondence efficiently.
• Support special projects and various administrative initiatives as needed.
• Handle onsite visitor management, coordinating workflows and arrival processes to ensure seamless visits.
• Manage conference room readiness, including setup of technology and availability of supplies.
• Evaluate site safety and environmental readiness, escalating any concerns appropriately.
• Assist with routing invoices and providing general support for site operations.

Required Qualifications

• Associate degree (AA/AS) and a minimum of 6 years relevant administrative experience.
• Proven experience providing executive administrative support.
• Strong skills in calendar management and scheduling.
• Experience arranging both domestic and international travel.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Microsoft 365.
• Outstanding organizational ability, excellent multitasking skills, and strong time management.
• Capability to work effectively in a dynamic, fast-paced environment.
• High attention to detail and discretion in handling confidential information.
• Effective communication across multiple teams, stakeholders, and time zones.
• Competence navigating large organizations to support senior leadership.

Preferred Skills and Experience

• Experience supporting multiple executives simultaneously.
• Background in manufacturing, OEM, engineering, or technical environments.
• Experience in site operations or office management.
• Visitor and conference room coordination expertise.
• Experience coordinating safety and environmental readiness initiatives.

Additional Information

• Fully remote with location requirement limited to NY, CT, or MA.
• This position includes coordination of workspace and resources for visiting teams.