Senior Executive Administrative Assistant

• Manage and maintain the bustling schedules of senior executives, including booking meetings, appointments, and coordinating high-volume travel arrangements (airfare, hotel, ground transit).

• Lead critical aspects of deliverables and special assignments by setting objectives, determining priorities, and managing time while gaining collaboration from others.

• Prepare and edit correspondence, presentations, and other documents, ensuring accuracy and professionalism.

• Handle all communications with professionalism, accuracy, and confidentiality across all levels of associates.

• Independently manage various administrative tasks, including deconflicting active calendars with stakeholders, vendors, and partners.

• Draft and prepare confidential correspondence, screen calls, and manage emails, prioritizing time-sensitive messages and responding promptly.

• Coordinate and manage expenses and invoicing, including processing payments and renewals for subscriptions and invoices.

• Organize and maintain electronic files and records, supporting efficient access to information and documentation.

• Plan, organize, and coordinate internal and external meetings, including preparing agendas, confirming technology needs, managing catering and logistics, and following up on action items.

• Support the planning and execution of company events and meetings, both onsite and offsite, interacting with event coordinators and attendees professionally.

• Book conference and meeting rooms, arrange room setups, and ensure all locations meet business needs.

• Prepare detailed travel itineraries and meeting agendas, research and register executives for conferences, and manage reservations and accommodations.

• Serve as a liaison with internal and external stakeholders, ensuring smooth communication and collaboration.

• Manage external contacts by proactively identifying primary contacts, tracking periodic communication, and ensuring relationship management.

• Welcome visitors and respond to inquiries on behalf of the executive team and represent them with professionalism.

• Assist with onboarding new team members and contractors, supporting systems access and hardware setup.

• Provide backup support to other executive assistants as needed to ensure seamless administrative coverage.

• Support vendor management tasks, including tracking renewals, coordinating payments, and maintaining relationships.

• Bachelor’s degree preferred

• Minimum of 6 years supporting executives and/or multiple leaders.

• Proven experience supporting senior leadership with discretion and professionalism.

• Advanced proficiency in Outlook Calendar/Mail, OneDrive, Teams, and Microsoft Office Suite.

• Robust organizational skills, with the ability to prioritize multiple tasks while maintaining attention to detail.

• Excellent verbal and written communication skills; capable of drafting correspondence, proofreading, and maintaining organized e-filing systems.

• Demonstrated ability to work self-reliantly, adapt quickly, and solve problems with minimal direction.

• Experience in event and meeting planning, with a polished, professional demeanor and a team-oriented mindset.

• Flexibility to work in-office five days per week and provide overtime support as business needs dictate.

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