Executive Administrative Assistant

Role Overview

We are seeking an Executive Administrative Assistant to support executive, team, and site operations through comprehensive administrative services. The role involves managing travel, calendars, expenses, and facilities coordination while exercising good judgment and discretion. You will be essential in facilitating smooth scheduling, event planning, and internal communication, all while maintaining strict confidentiality and alignment with company policies.

Key Responsibilities

• Coordinate meeting preparation including room booking, equipment setup, attendee confirmations, agenda alignment, material compilation, and note-taking support.
• Evaluate and manage office space requirements, facilitate communications with real estate and workplace service partners, and assist with office relocations when needed.
• Manage and optimize calendar scheduling across time zones for executives and teams, resolve conflicts, incorporate preparation times, and recommend prioritization to leadership.
• Organize site-related activities focused on culture, community engagement, communication, and strategic initiatives, collaborating with leadership and participating in administrative partner communities.
• Plan and execute both internal and external programs and events such as team off-sites, site-wide gatherings, and technical talks, handling logistics, budgeting, vendor collaborations, and compliance with policies.
• Lead small to medium-sized projects or events from start to finish, applying strategic decision-making and proactively addressing risks or challenges.
• Coordinate travel arrangements including scheduling, documentation support for visas and passports, technology needs, cultural preparation, and provide support during trips as necessary.
• Manage expense reporting and budgeting processes for executives and sites by preparing and processing required financial documents.

Qualifications and Skills

The minimum qualifications for this position include proficiency in calendar management, handling confidential information, supporting site culture leadership, managing expenses and budgets, resource and headcount planning, conducting core administrative duties, effective meeting management, team support, writing, relationship management, travel coordination, and event organization.