Executive Administrative Assistant

Position Summary

This role supports the Senior Director of North America Operations with senior-level administrative and coordination work. The focus is on keeping calendars, travel, expenses, and follow-through organized while acting as a polished first contact so the leader can stay focused on core priorities.

The position suits someone who is highly organized, attentive to detail, and comfortable working in a structured environment where professionalism and precise execution matter.

Work Environment

• Expect a fast-moving workplace with tight deadlines.
• Discretion, flexibility, and consistent professionalism are essential.
• The role may require coordination across multiple time zones in the Americas.

What Success Looks Like

• Executive calendars remain realistic, protected, and well coordinated.
• Administrative work is completed correctly and within deadlines.
• Regular reminders and follow-ups help prevent missed tasks and last-minute issues.
• The Senior Director spends less time on day-to-day administrative interruptions.
• Internal and external stakeholders receive efficient, professional support.

Core Responsibilities

Executive support responsibilities include calendar management, travel coordination, expense tracking, document preparation, meeting logistics, and executive communications. The role also involves maintaining records and trackers in Google Suite, preparing presentations, coordinating visitor and event logistics, and supporting onsite engagement activities.

• Coordinate demanding calendars across several time zones, balancing priorities, timing, and preparation needs.
• Arrange domestic and international travel, including itineraries and related logistics.
• Prepare, submit, and monitor expense reports with accuracy and timeliness.
• Update spreadsheets, trackers, and administrative files using Google Suite.
• Draft correspondence and other polished business communications.
• Organize meetings, including scheduling, materials, minutes, and follow-up actions.
• Create PowerPoint or Google Slides presentations for leadership meetings and presentations.
• Support the creation of IBR and client visit decks through research, content compilation, note-taking, and post-meeting follow-through.
• Coordinate office visitors and onsite meetings.
• Handle catering arrangements for onsite events.
• Assist with onsite and offsite team engagement activities and related coordination.

Execution and Follow-Through

• Track commitments, action items, and deadlines from meetings.
• Send reminders and follow-ups to keep work moving on time.
• Investigate, prioritize, and respond to incoming concerns, including sensitive or confidential matters.
• Prepare verbal or written progress updates for the Senior Director.
• Escalate overdue or incomplete items when needed.
• Work with sensitive and confidential information as part of day-to-day tracking and follow-up.

Communication and Coordination

• Act as the main contact for administrative and logistical questions.
• Route requests to the right teams using established processes and guidelines.
• Partner with HR, Finance, Facilities, IT, and Operations on administrative needs.
• Communicate professionally with leaders and team members while maintaining clear boundaries.
• Develop and sustain professional relationships with internal stakeholders and external partners.

Professional Standards

• Handle confidential information with care and discretion.
• Maintain a calm, organized, and respectful approach in a demanding environment.
• Stay out of office politics and employee-relations matters.

Compensation and Company Values

The role is based in Las Vegas, NV, and is onsite. The stated salary range is $69,200 to $86,500 per year.

The employer emphasizes customer and community focus, courageous innovation, and strong teamwork as core values. The company also states a commitment to diversity and equitable employment access based on ability.