Position Summary
The Executive Administrative Assistant provides high-level, confidential administrative support to the President, serving as a trusted gatekeeper and force multiplier. This role requires excellent judgment, strong written communication, and the discretion to manage sensitive correspondence and information on the President's behalf. The ideal candidate is a proactive, detail-oriented professional with a minimum of five years of executive-level administrative experience who can anticipate needs and manage competing priorities with minimal oversight.
Key Responsibilities
- Inbox Management: Monitor, triage, and organize the President's email inbox daily; flag priority items and draft/send responses on the President's behalf using established tone and judgment.
- Calendar Management: Own the President's calendar end-to-end — scheduling, rescheduling, and resolving conflicts; coordinate across multiple time zones and stakeholders.
- Travel Coordination: Book domestic and international flights, hotels, ground transportation, and visas/documentation as needed; prepare detailed itineraries.
- Expense Management: Reconcile credit card statements and receipts; prepare and submit accurate, timely expense reports in accordance with company policy.
- Meeting Support: Attend virtual meetings on the President's behalf as requested — take detailed notes/minutes, capture action items, and deliver clear, concise summaries.
- Confidential Correspondence: Draft, proofread, and manage written communications, exercising discretion with sensitive or confidential business matters.
- General Administrative Support: Assist with ad hoc projects, document preparation, and other executive support tasks as they arise.
Required Qualifications
- Minimum 5 years of experience as an Executive Assistant, Executive Administrative Assistant, or similar senior support role.
- Prefer candidates that live within a 45-minute commute of Wilson, NC.
- Experience with Outlook email and calendar tools.
- Exceptional written and verbal communication skills; comfortable drafting correspondence in an executive's voice.
- Proven experience managing complex calendars and travel logistics.
- Experience reconciling expenses and preparing expense reports.
- High level of discretion, professionalism, and sound judgment with confidential information.
- Strong proficiency with Microsoft Office / Google Workspace and standard scheduling, travel, and expense tools.
- Highly organized, self-directed, and comfortable operating with a high degree of autonomy in a fast-paced environment.
Preferred Qualifications
- Prior experience supporting a C-suite executive at a mid-size or global company.
- Experience in professional writing, including drafting emails, taking meeting minutes and producing polished summary reports.
- Some experience in leveraging AI capabilities for research and draft material creation.
Skills Required
- Minimum 5 years of experience as an Executive Assistant, Executive Administrative Assistant, or similar senior support role
- Experience with Outlook email and calendar tools
- Exceptional written and verbal communication skills, including drafting correspondence in an executive's voice
- Proven experience managing complex calendars and travel logistics
- Experience reconciling expenses and preparing expense reports
- High level of discretion, professionalism, and sound judgment with confidential information
- Strong proficiency with Microsoft Office, Google Workspace, and standard scheduling, travel, and expense tools
- Highly organized, self-directed, and comfortable operating autonomously in a fast-paced environment
- Living within a 45-minute commute of Wilson, North Carolina
- Prior experience supporting a C-suite executive at a mid-size or global company
- Professional writing experience, including drafting emails, taking meeting minutes, and producing polished summary reports
- Experience leveraging AI capabilities for research and draft material creation
What We Do
Founded in 2015, Helpware is a company taking a modern approach to the outsourcing industry. We created the company to change perceptions of what outsourcing is and can be, and we did that by building amazing cultures in each of our locations, and by simply treating our employees better. With Helpware, we are all a team and family, and you'll see that true difference when partnering with us. Helpware builds customized teams in Customer Service and Back Office for industry-leading startups and modern companies. With offices in California, Colorado, Kentucky, Ukraine, Philippines, Germany, and Mexico, we have the global scale to tailor custom teams and processes for success to our many powerhouse clients. Helpware has grown over the years, initially catering to startup client partners, and has now evolved into creating client partnerships with large enterprises as well.
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