Executive Assistant

Job Summary

This position is tasked with offering advanced tactical and strategic administrative assistance to top-tier executives within the organization. Responsibilities encompass managing critical records, compiling comprehensive reports, preparing expense and executive presentation materials, overseeing executives' calendars, organizing complex meetings, controlling communications, and arranging all facets of executive travel, including international trips and visa procedures. The role demands discretion in handling sensitive information, meticulous preparation of meeting agendas, and serving as a main liaison with stakeholders. Coordination of administrative duties across departments and creating analytical reports for strategic insight are also essential.

Responsibilities

• Deliver expert-level tactical and strategic admin support for senior executives, recognized as the leading administrative professional in the department.
• Maintain vital records, assemble report data, prepare expense documentation, and develop/edit executive presentations.
• Manage executive scheduling, including complex meeting arrangements, conflict resolution, agenda preparation, minute-taking, follow-up on action items, and proactive planning for future engagements.
• Serve as a gatekeeper for communications by filtering and prioritizing calls and emails, handling routine queries, and drafting executive responses.
• Oversee executive travel arrangements, budget management, emergency adjustments, and necessary documentation such as visas.
• Safeguard confidential information, adhering to strict discretion protocols.
• Produce statistical and analytical reports to aid organizational strategic planning, providing relevant insights via presentations.
• Act as the central contact between senior executives and internal/external stakeholders.
• Coordinate administrative tasks within the division and collaborate cross-functionally with other departments and organizations.
• Supervise junior executive assistants and administrative support staff.

Education and Experience

• High School Diploma, GED, Higher Secondary education, or equivalent professional experience demonstrating capability.
• Typically more than 8 years of relevant senior administrative or office services experience.

Knowledge and Skills

• Mastery in administrative support and office management tools.
• Proficient in booking and scheduling, calendar management, event planning, customer relationship management.
• Experienced with executive information systems, expense and invoicing software including SAP Concur.
• Familiarity with Google Workspace, Microsoft SharePoint, proofreading, purchasing, office supply management, organizational charts, and workflow management.
• Skilled in taking meeting minutes and handling travel logistics.

Cross-Organizational Competencies

• Excellent communication skills, results-driven, adaptable learner, digitally fluent, and customer-centric approach.

Impact and Complexity

• This role affects multiple departments and leads large cross-divisional teams or projects.
• Works on highly complex assignments requiring a high level of initiative and technical expertise.

Additional Information

• Disclaimer: The job description broadly outlines the role and is subject to changes or additional responsibilities as determined by management.
• Compensation: The hourly pay ranges from $40 to $61 US dollars for candidates in the United States, varying by location, knowledge, skills, and experience.
• Benefits package includes health, dental, and vision insurance, long and short-term disability insurance, employee assistance programs, flexible spending accounts, life insurance, and generous paid time off including up to 12 weeks of paid parental leave, 13 holidays, and 15 days of paid time off.