Executive Administrative Assistant
We are seeking an Executive Administrative Assistant with previous experience supporting a President and corporate leadership team. The ideal candidate is a proactive "go-getter" who demonstrates exceptional professionalism, executive presence, sound judgment, and the ability to build strong relationships across all levels of an organization.
Schedule & Location
- Onsite
- Hours: 8:00 AM to 5:00 PM (must be flexible as business needs require)
- 1 to 2-month contract with potential for full-time conversion
- Immediate need due to backfill of a departing employee
Please note: There will be a 4-hour shadow interview so the candidate will have a clear understanding of the work they will be performing.
Key Responsibilities
- Complex Outlook calendar management and scheduling for executive leadership
- Coordinate domestic and international travel arrangements
- Assist with meeting planning, catering, and executive events
- Prepare reports, presentations, and correspondence
- Enter and maintain data in spreadsheets and tracking tools
- Manage competing priorities and adapt quickly in a fast-paced environment
- Serve as a liaison between executives, internal teams, and external partners
- Handle sensitive and confidential information with discretion and professionalism
- Build positive working relationships across multiple departments and leadership levels
- Support executives by anticipating needs, solving problems proactively, and driving tasks to completion
Critical Competencies
The successful candidate will demonstrate:
- Strong executive presence and polished verbal and written communication skills
- A highly collaborative and relationship-driven approach
- Ability to influence stakeholders without direct authority
- Strong stakeholder management and partnership-building skills
- Diplomacy, professionalism, and sound judgment when navigating challenging situations
- Ability to provide constructive feedback and communicate with confidence and tact
- Proven success building consensus across teams and functions
- Strong organizational skills with the ability to manage multiple priorities simultaneously
- A proactive mindset with a strong sense of ownership, urgency, and accountability
Required Experience
- Prior experience supporting senior executives, executive leadership teams, Presidents, Vice Presidents, or C-suite leaders
- Experience managing complex calendars, travel arrangements, and executive priorities
- Demonstrated examples of collaborating across departments and influencing outcomes in a corporate environment
- Professional experience in a fast-paced, high-visibility business setting
Qualifications
- MS Office Suite (Word, Excel, PowerPoint, Outlook, Teams)
- Concur
- Ability to maintain strict confidentiality
- Bachelor's Degree preferred
- Bilingual in English and Japanese preferred