Executive Administrative Assistant
Description
Join a Global Leader and Make an Impact
Are you an experienced senior administrative professional looking for a dynamic contract opportunity? This is your chance to work with C-Suite and senior executives at our direct client, a globally recognized organization known for innovation, respect for people, and continuous improvement.
In this role, you'll be the go-to resource for executive support, managing calendars, coordinating travel, and ensuring smooth operations across multiple time zones. If you thrive in fast-paced environments and enjoy being at the center of strategic initiatives, we want to hear from you!
About the Role
We are seeking a highly organized and proactive Executive Administrative Assistant to support senior leadership. This contract position is ideal for someone with prior experience supporting C-level or senior executives who can hit the ground running and deliver exceptional results.
Key Responsibilities
Calendar & Meeting Management
- Schedule monthly, weekly, and daily conference calls.
- Reserve conference rooms and arrange catered meals as needed.
- Coordinate and manage executive calendars, including General and Group Managers.
- Compile meeting agendas and required information for executive meetings.
- Collaborate with other Executive Assistants for committee and department meetings.
- Meet service-level targets for responsiveness, typically managing calendar requests within 2 hours and urgent requests within 30 minutes.
Travel & Expense Coordination
- Arrange domestic and international travel, including flights, hotels, and ground transportation.
- Process expense reports accurately and on time using tools such as Chrome River and FCM Travel.
Administrative Support
- Maintain distribution lists and assist with departmental communications.
- Provide backup coverage for other Executive Assistants during absences.
- Support executives across different U.S. time zones.
- Provide flexibility for remote and on-site support as needed.
Collaboration & Communication
- Partner with other administrative teams to ensure seamless operations.
- Use tools such as Outlook, Microsoft Teams, phone, and text for communication.
- Maintain a high level of professionalism and confidentiality when interacting with executives and internal teams.
Training & Onboarding
- Complete onboarding within one week.
- Become fully operational within approximately 3-5 months.
- Participate in required training, including Data Privacy, Antitrust, and quarterly courses through the internal learning platform.
Risk Management & Contingency
- Support contingency plans for unexpected Executive Assistant departures, sick leave, or technology failures.
- Adhere to NDA and Data Handling Agreements when handling sensitive and confidential information.
- Maintain confidentiality of executive and company information.
Requirements
- Bachelor's degree in Business Administration, Communications, or a related field.
- 3-5 years of proven experience in executive administrative support and office operations.
- Experience communicating and applying company policies and procedures.
- Advanced proficiency in Microsoft Office Suite, especially Excel, PowerPoint, Word, and Outlook.
- Experience with Microsoft Teams and other collaboration tools.
- Experience with Chrome River, FCM Travel, or similar travel and expense management platforms is preferred.
Required Skills & Qualifications
- Strong organizational and time-management skills.
- Excellent written and verbal communication skills.
- Strong attention to detail and ability to manage multiple priorities.
- Experience supporting C-level or senior executives.
- Experience with ticketing systems such as ServiceNow for submitting and tracking IT requests.
- Ability to work independently and collaboratively in a fast-paced environment.
- Ability to handle confidential and sensitive information professionally.
- Flexibility to support executives across multiple time zones.
- Strong problem-solving and decision-making abilities.
- Commitment to continuous learning and professional development.
- Ability to foster a positive and productive work environment.
- Experience with continuous improvement, standardized work, and problem-solving methodologies is a plus.
- Optional: Japanese language skills for translation and communication support.