Executive administrative assistant (contract)

📐 About this role

You’ll provide high-level administrative support to the CEO, and coordinate closely with the CEO’s office team to ensure seamless operations and alignment across key initiatives. This role requires exceptional organizational skills to coordinate and manage complex travel arrangements, including flights, hotels, and ground transportation, all while adapting to frequent changes in the CEO’s travel schedule. Periodically, you will also assist the CEO’s office team in managing complex calendars and coordinating meetings across multiple time zones.

This role will support internal event planning and require regular liaison with other functions across the business to ensure smooth execution and alignment. Other requirements are expense report preparation in addition to other ad-hoc requests. Success in this role demands discretion, attention to detail, and the ability to anticipate needs in a fast-paced environment. This will be a six month contact with opportunity to convert to full-time employment.

🦸🏻‍♀️ Your responsibilities:

• Arrange domestic and international travel, including flights, accommodations, ground transportation, and itineraries. In addition to these tasks, all travel details will need to be accurately tracked in a central spreadsheet for easy reference and coordination

• Support internal event planning and execution, including logistics, vendor coordination, and on-site assistance

• Coordinate with key stakeholders to draft emails on the CEO’s behalf, ensuring clear communication and timely responses in alignment with the CEO’s priorities

• Assist in managing complex calendars, schedule meetings, and coordinate appointments across multiple time zones 

• Prepare, track, and process expense reports, ensuring compliance with company policies

• Anticipate executive needs and proactively address administrative and operational challenges
  

⭐️ Is this you?

• Exceptional administrative, planning and execution skills

• Highly organized with exceptional attention to detail and the ability to manage multiple priorities 

• Strong communication and interpersonal skills, with a professional and proactive approach

• Experienced in managing complex calendars and coordinating meetings across multiple time zones

• Skilled in booking and managing travel arrangements, including flights, hotels, and transportation

• Adept at handling expense reports and ensuring compliance with company policies 

• Comfortable supporting events, from planning to execution

• Discreet and trustworthy when handling sensitive and confidential information

• Tech-savvy with proficiency in Google Workspace, and other administrative tools 

• A problem-solver who anticipates needs and takes initiative in a fast-paced environment

• Flexible and adaptable, able to thrive in a dynamic corporate setting

LI-Hybrid