Executive Administrative Assistant

The Executive Assistant provides comprehensive administrative and operational support to

management teams across two cross-functional teams. This role coordinates complex schedules,

meetings, travel, communications, reporting, and administrative workflows while serving as a central

point of coordination between leadership and internal teams.

The ideal candidate is resourceful, detail-oriented, organized, and proactive, with the ability to

manage competing priorities, handle sensitive information with discretion, and work effectively in a

dynamic, multi-team environment. By providing reliable administrative support and coordinating

day-to-day priorities, the Executive Assistant enables management to focus on strategic initiatives

and business objectives.

Responsibilities

Operational Administration

• Help draft executive reports, presentations, dashboards, and summaries for management team review and distribution.
• Conduct research, coordinate logistical arrangements, and support data gathering, documentation, and reporting for team priorities, leadership objectives, and cross-functional initiatives.
• Maintain organized records of management priorities, key initiatives, deadlines, and important information.
• Coordinate and monitor compliance, billing, and KPI reporting workflows for assigned teams.
• Ensure administrative workflows are completed accurately and in accordance with established processes.
• Provide administrative support to the management team in executing leadership initiatives, projects, and organizational priorities.
• Manage special requests and ad hoc assignments from the management team, adapting quickly to shifting priorities.
• Support evolving business needs and proactively identify administrative gaps or inefficiencies.
  
  

Communications & Stakeholder Management

• Coordinate communications with department leaders, staff, and external partners on behalf of the management team, ensuring professionalism, accuracy, and timely follow-through.
• Coordinate administrative activities across departments and support alignment with team objectives.
• Ensure timely dissemination of updates, announcements, and information critical to team operations.
• Draft and manage internal communications, announcements, correspondence, and other management communications.
• Serve as a central point of contact for administrative questions and coordination across assigned teams.
• Support cross-team communication initiatives and organizational announcements.
  
  

Calendar and Schedule Management

• Coordinate meetings across management and cross-functional teams, balancing priorities, availability, and deadlines.
• Assist management in preparing meeting agendas, briefing materials, presentations, and other materials for management discussions.
• Record and track meeting minutes, action items, and follow-up tasks, ensuring timely coordination with responsible parties.
• Ensure management receives relevant updates and materials in advance of meetings and key discussions.
  
  

Travel and Logistics Coordination

• Research and coordinate domestic and international travel arrangements, including flights, accommodations, transportation, and other related arrangements, as requested by management, staff on secondment, or clients requiring assistance.
• Coordinate multi-leg and group travel arrangements as needed, ensuring schedules and logistics are well coordinated.
• Coordinate with travel agencies, hotels, and other service providers as needed.
• Prepare detailed travel itineraries, including confirmations, schedules, time zones, and special arrangements, as needed.
• Assist with visa requirements, travel insurance, and destination-specific research, including safety, culture, etiquette, and recommendations, as needed.
• Support the tracking and documentation of travel-related expenses and other administrative requirements as needed.
  
  

Qualifications

• Bachelor's degree in Business, Management, Administration, Finance, or a related field.
• 3–5 years of professional experience in administrative support, operations coordination, or professional services.
• Proven experience supporting multiple senior-level professionals simultaneously, preferably in a fast-paced or matrixed environment.
• Strong organizational and time-management skills, with the ability to manage competing priorities across multiple teams and time zones.
• Excellent written and verbal communication skills, with the ability to communicate professionally with internal and external stakeholders.
• High level of professionalism, discretion, and sound judgment when handling confidential and sensitive information.
• Strong attention to detail, accuracy, and consistent follow-through on assigned tasks and deliverables.
• Ability to coordinate effectively with multiple stakeholders across departments and maintain strong working relationships.
• Proficiency in calendar management, travel coordination, and productivity and collaboration platforms, including Google Workspace and Zoom.
• Experience coordinating domestic and international travel, including complex itineraries, accommodations, transportation, and related arrangements.
• Familiarity with project tracking tools, performance dashboards, and administrative or compliance workflows.