Executive Administrative Assistant

The Executive Administrative Assistant provides high-level administrative, operational, and project coordination support to senior leaders and executives. This role is responsible for managing executive priorities, calendars, communications, reporting, travel, and governance activities while ensuring smooth coordination across global and cross-functional teams. The position works with minimal supervision and coordinates closely with Operations, HR, Training, Quality, WFM, Finance, Account Management, and other stakeholders to support business objectives, leadership effectiveness, and strategic initiatives.

Duties and Responsibilities:

• Manage executive calendars, priorities, appointments, meetings, and leadership cadence activities.

• Organize and coordinate internal and external meetings, business reviews, governance sessions, leadership forums, and client engagements across multiple time zones.

• Arrange domestic and international travel, including itineraries, accommodations, transportation, and related logistics.

• Prepare and process expense reports, invoices, and other administrative documentation accurately and on time.

• Maintain contact databases, organizational charts, records, and executive documentation.

• Prepare presentations, reports, meeting materials, proposals, agendas, and meeting minutes.

• Ensure meeting actions, commitments, and follow-ups are documented, tracked, and completed.

• Facilitate communication between executives, departments, clients, and external stakeholders.

• Anticipate scheduling conflicts, emerging priorities, and operational risks, proactively escalating concerns when appropriate.

• Maintain strict confidentiality and discretion when handling sensitive business, employee, and client information. Project & Operational Coordination

• Monitor and track the progress of, and in some cases lead or champion, projects, strategic initiatives, and operational priorities across departments and countries, flagging gaps, delays, or risks for timely action.

• Maintain documentation of key actions, deliverables, timelines, and follow-up items arising from working groups, cross-functional discussions, and project meetings.

• Ensure local initiatives are aligned with broader global priorities while remaining relevant to each site or account/program.

• May establish reporting standards, timelines, and accountability checkpoints for workstreams, providing guidance and cadence to relevant teams, as needed.

• Track project timelines, deliverables, risks, dependencies, and action items to ensure timely execution.

• Serve as the primary escalation and coordination point for matters requiring cross-functional collaboration and executive support.

• Partner with leaders and teams to drive the implementation of action plans and governance requirements.

• Support and champion communication of organizational updates, recognition activities, milestones, and key business priorities.

• Lead or initiate cross-functional coordination across Operations, HR, Training, Quality, WFM, Finance, and Account Management. Reporting & Governance

• Gather, validate, consolidate, and maintain data from multiple sources for recurring and ad-hoc reporting.

• Create reports, Executive Summaries, and leadership updates to support decision-making.

• Ensure reporting submissions from departments and stakeholders are accurate, complete, and delivered within established timelines.

• Maintain documentation and governance records related to meetings, projects, and operational reviews.

Our Ideal Candidate:

• 3-5 years of experience providing administrative support to senior management or executive leadership.

• Business-related education or specialized training or equivalent experience in executive support, operations, or project management.

• Experience supporting global or cross-functional teams preferred.

• Strong organizational, coordination, and multitasking skills in a fast-paced environment.

• Strong written and verbal communication skills.

• Proficiency with Microsoft Office applications and virtual collaboration tools.

• Ability to manage sensitive information with professionalism and confidentiality.

• Strong attention to detail, problem-solving, and follow-through capabilities.

Foundever® is an equal opportunity employer that values diversity and inclusion. We do not discriminate on the basis of race, color, national origin, religion, age, sex, gender identity or expression, sexual orientation, marital status, veteran status, disability status, or any other characteristic protected by applicable local laws.