Executive Administrative Assistant

About Definiti

Definiti is a leading national retirement services company dedicated to helping clients effectively manage and administer their retirement plans. With a focus on innovation and client satisfaction, Definiti strives to define what’s possible and guide organizations toward a secure financial future. Our company values a collaborative, growth-oriented culture that empowers employees to develop professionally while delivering exceptional service to our clients. Most roles are fully remote, reflecting our commitment to flexibility and modern work practices, supported by comprehensive training, industry credentials, and certifications.

About The Executive Administrative Assistant Role

The Executive Administrative Assistant at Definiti plays a vital role in supporting our executive committee by managing calendars, coordinating travel, and organizing meetings and events. This position requires a highly organized, detail-oriented professional capable of handling multiple priorities efficiently. The role involves providing comprehensive administrative support, ensuring seamless communication across teams, clients, and vendors, and helping maintain an organized office environment. The position offers an exciting opportunity to work in a dynamic, fast-paced environment, contributing directly to the company’s operational success. While primarily remote, this position is hybrid for candidates residing in or near Cary, NC, and may involve occasional travel for offsite meetings and events.

Qualifications

• High school diploma or GED required
• 5+ years of experience as an Administrative Assistant or in a similar role
• Proficiency in Microsoft Office Suite, including Outlook, Word, PowerPoint, and Excel
• Experience with calendar management and web-based programs
• Familiarity with virtual meeting platforms such as Microsoft Teams or similar
• Experience using file-sharing tools like Microsoft SharePoint and Citrix ShareFile
• Excellent written and verbal communication skills
• Strong organizational and planning skills with keen attention to detail
• Ability to handle confidential information with discretion
• Proactive approach to follow-up and task completion
• Ability to work independently and collaboratively in a fast-paced environment
• Availability during eastern work hours and willingness to travel occasionally

Responsibilities

• Provide calendar management support for executive committee members, including scheduling meetings, preparing agendas, and ensuring timely completion of activities
• Coordinate and book travel arrangements, including flights, hotels, and meals, adhering to company expense policies and approval protocols
• Operate standard office equipment such as copiers, scanners, and phone systems, supporting a transition towards a paperless environment
• Assist with organizing company events and offsite meetings, ensuring smooth execution
• Communicate effectively with clients, advisors, vendors, and internal teams to facilitate seamless operations
• Maintain confidentiality and exercise sound judgment in handling sensitive information
• Support administrative tasks such as filing, data entry, and document management
• Ensure work quality standards are met and procedures are followed accurately
• Participate in virtual meetings and utilize collaboration tools for effective communication
• Assist in process improvements to enhance office efficiency and remote work productivity

Benefits

• Flexible, virtual-first work environment for most roles
• 401(k) plan with up to 4% company match
• Flexible Paid Time Off (PTO) to support wellness, vacations, and personal matters, with no accrual limits
• 12 paid holidays, 2 floating holidays, and a paid birthday holiday
• Paid parental leave to support work-life balance
• Comprehensive medical, dental, and vision insurance options, with subsidized premiums
• Company-paid life insurance and short-term disability coverage
• Eligibility for performance-based bonus plans

Equal Opportunity

Definiti is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. We believe that a diverse workforce enhances our ability to serve our clients and fosters innovation within our organization.

Key skills/competency

• Executive Support
• Calendar Management
• Travel Coordination
• Meeting Organization
• Event Planning
• Microsoft Office Suite
• Virtual Collaboration
• Communication Skills
• Confidentiality
• Organizational Skills