Executive Administrative Assistant

Executive Team Ambassador

Represent Executives and the company brand all the time.

Time Management

Coordinate extremely active calendars, schedule appointments, exercising considerable judgment and discretion in handling requests for appointments and calls.

Travel

Coordinate travel arrangements, including flights (private & commercial - booking & check-ins), hotels, and car rentals for executives and candidate interviews.

Expenses

Oversee, analyze and process business invoices and expense reports.

Communication

Compose correspondence and e-mails. Proofread documents.

Phone Support

Screen calls in a professional and courteous manner; transcribe voicemail messages.

Project Management

Project tracking & dashboards; PowerPoint presentation development.

Executive Meetings Support

Support executive meetings, including creating meeting timelines, preparing and distributing meeting notifications, correspondence, agendas, and materials, as well as subsequent updates or changes.

Organization

Maintain a highly organized filing system and task management system.

Clerical Duties

Perform general clerical duties such as sending/receiving mail and overnight packages, filing, photocopying, and online ordering.

Miscellaneous Tasks

Run errands (including occasional personal errands).

Experience and Requirements

• College degree.
• 2 to 5 years as an executive admin, preferably with a smaller company (ideally a startup).
• Proven project management skills – PMP certified preferred.
• Advanced experience with booking domestic and international travel.
• Experience processing and analyzing expense reports.
• Experience proofreading documents – strong grammar, punctuation, and written communication skills.
• Advanced Computer Proficiency with: Outlook, Excel, Word, PowerPoint, and the Internet. Adobe Acrobat, Photoshop and Illustrator a plus.

Key skills/competency

• Executive Administrative Assistant
• Calendar Management
• Travel Coordination
• Expense Reporting
• Communication Skills
• Project Management
• Microsoft Office Suite
• Organizational Skills
• Clerical Support
• Attention to Detail