Senior Executive Administrative Assistant

The Senior Executive Administrative Assistant at Jim Moran & Associates will provide high-level administrative and executive support to the GVP of JM&A.

This role requires a highly independent, resourceful team player who is comfortable working in a dynamic environment, demonstrating flexibility, proactivity, and efficiency. The ideal candidate will flourish in managing sensitive information with discretion, coordinating complex schedules, and balancing multiple priorities.

Responsibilities:

Executive Support and Calendar Management

• 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.

Administrative Coordination

• 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.

Meeting and Event Planning

• 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.

Stakeholder and Communication Management

• 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.

Cross-functional and Team Collaboration

• 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.

Qualifications:

• 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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