Executive Administrative Assistant

Overview

The Executive Administrative Assistant provides high-level administrative and operational support to executive leadership, ensuring efficiency, organization, and seamless day-to-day operations. This role requires professionalism, discretion, strong organizational skills, and the ability to manage multiple priorities in a fast-paced environment. The Executive Administrative Assistant acts as a trusted partner to executives, facilitating communication, coordinating schedules, and supporting strategic and administrative initiatives across the organization.

Duties and Responsibilities

• Serves as a primary point of contact between executives and internal/external stakeholders, handling communications with professionalism and confidentiality.
• Manages complex executive calendars, including scheduling meetings, coordinating across time zones, and prioritizing appointments.
• Prepares, reviews, and organizes executive correspondence, reports, presentations, and other business documents.
• Coordinates executive meetings, including agenda preparation, meeting materials, note-taking, and follow-up on action items.
• Arranges domestic and international travel, including flights, accommodations, transportation, and itineraries.
• Screens and prioritizes incoming emails, calls, and requests, ensuring timely responses and proper delegation.
• Supports planning and execution of executive events, leadership meetings, and company initiatives.
• Maintains sensitive and confidential information with the highest level of discretion.
• Assists with expense reports, purchase requests, and budget tracking related to executive operations.
• Acts as a liaison with vendors, senior leadership, and cross-functional teams to ensure alignment and smooth coordination.
• Identifies opportunities to improve administrative processes and workflow efficiency.
• Provides additional administrative support to leadership and key departments as needed.

Qualifications & Skills

• Proven experience as an Executive Administrative Assistant, Senior Administrative Assistant, or similar role supporting executives or senior leadership.
• Strong professional presence with excellent interpersonal and communication skills.
• Advanced verbal and written communication skills in English and Spanish.
• Exceptional organizational, time-management, and multitasking abilities.
• High level of discretion, integrity, and attention to detail.
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) and calendar management tools.
• Ability to work independently, anticipate needs, and manage priorities with minimal supervision.
• Strong problem-solving skills and ability to remain calm under pressure.
• High school diploma required; associate’s or bachelor’s degree in Business Administration or a related field is preferred.
• Additional certifications in executive or office administration are a plus.

What we Offer:

• Competitive salary and comprehensive benefits package
• Clear opportunities for professional growth and development
• A collaborative, team-oriented environment that values initiative