Executive Administrative Assistant

The Executive Administrative Assistant will provide essential support to the department, handling a variety of office and departmental activities. This role requires a well-organized, detail-oriented individual who is enthusiastic about delivering high-quality administrative assistance. The ideal candidate is professional, proactive, and dependable, capable of handling responsibilities that require confidentiality, discretion, and strong decision-making skills. This role will include direct support to the Chief Operating Officer (COO).

Essential Job Functions:

• Administrative Support for the COO
  • Provide administrative and operational support to the COO, including calendar management, meeting coordination, and document preparation.
  • Coordinate with internal and external stakeholders to assist the COO in managing key initiatives and high-priority projects.
  • Serve as the primary point of contact for scheduling, preparing agendas, and providing comprehensive follow-up on COO-led projects.
• Global Travel Coordination
  • Oversee all aspects of global travel arrangements for the COO and other team members, including international flights, hotel accommodations, ground transportation, and detailed itineraries.
  • Prepare necessary travel documentation, such as passports and visas, and monitor global travel restrictions or requirements.
  • Act as the primary point of contact during travel to resolve issues promptly and ensure seamless adjustments as needed.
• Departmental Administrative Support
  • Perform clerical tasks, including drafting letters, spreadsheets, memos, invoices, reports, presentations, and other documents.
  • Organize and maintain filing systems and records, both physical and digital, ensuring accessibility and confidentiality.
  • Retrieve and organize information from records, emails, minutes, and other documents as needed.
  • Coordinate document signatures and approvals as needed.
• Calendar and Meeting Management
  • Manage and maintain calendars for meetings, appointments, and departmental activities.
  • Schedule and coordinate meetings, appointments, and travel arrangements for department staff and leadership.
  • Proofread and format departmental documents to ensure accuracy and professionalism.
• Financial and Office Management
  • Process and track invoices from third parties, assist with monitoring department expenditures, and prepare reports as required.
  • Monitor office supplies, manage inventory, order as needed, and verify receipt.
  • Ensure office equipment is operational by performing preventive maintenance, troubleshooting issues, and coordinating repairs when necessary.
• General Support and Special Projects
  • Participate in and support special projects as assigned.
  • Maintain excellent service standards in interactions with internal and external partners.
  • Handle materials and communications with strict confidentiality.
  • Answer and transfer phone calls, screening as necessary.

Qualifications:

• Minimum of three years’ experience as an Administrative Assistant; experience supporting executives is a plus.
• Proficient in Microsoft Outlook, PowerPoint, Word, and Excel.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills, with the ability to interact effectively at all levels of the organization.
• Self-motivated and capable of working independently as well as part of a team.
• Practical approach to business tasks and practices.
• Strong work ethic and organizational skills, with an ability to manage multiple priorities.
• Adaptable and excited to work in a fast-paced, growing organization.
• Experience with Workday and/or Dayforce is a plus.

Why Lineage?
This is an excellent position to begin your career path within Lineage! Success in this role enables greater responsibilities and promotions! A career at Lineage starts with learning about our business and how each team member plays a part each and every day to satisfy our customers’ requirements. Beyond that, you’ll help us grow and learn on our journey to be the very best employer in our industry. We’ll ask you for your opinion and ensure we do our part to keep you developing and engaged as we grow our business. Working at Lineage is energizing and enjoyable. We value respect and care about our team members.

Lineage is an Equal Employment Opportunity Employer and is committed to compliance with all federal, state, and local laws that prohibit workplace discrimination and unlawful harassment and retaliation. Lineage will not discriminate against any applicant on the basis of race, color, age, national origin, religion, physical or mental disability or any other protected status under federal, state and local law.
Benefits

Lineage provides safe, stable, reliable work environments, medical, dental, and basic life and disability insurance benefits, 401k retirement plan, paid time off, annual bonus eligibility, and a minimum of 7 holidays throughout the calendar year.