Job Overview:
We are seeking a highly skilled and experienced Executive Assistant to provide advanced administrative support to a VP, SVP, and/or C-suite executive. This role requires a high degree of professionalism, discretion, and initiative. The ideal candidate will demonstrate mastery of administrative procedures, exceptional organizational skills, and the ability to manage complex tasks in a fast-paced, global, and matrixed environment.
Key Responsibilities:
- Provide comprehensive administrative support to a VP, SVP, and/or C-level executive.
- Serve as a key point of contact for internal and external stakeholders, ensuring professional and effective communication at all times.
- Manage complex calendars, including independently prioritizing meetings and engagements on behalf of executives.
- Coordinate advanced domestic and international travel logistics, including flights, hotels, visas, rental cars, and travel documentation.
- Prepare high-quality correspondence, reports, spreadsheets, and presentations using Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
- Organize and manage a variety of meetings and events, including leadership off-sites, customer/vendor meetings, luncheons, training sessions, and team-building activities.
- Handle confidential and sensitive information with utmost discretion and integrity.
- Process expense reports, check requests, and vendor invoices; manage office supplies and administrative systems.
- Create and maintain tools for collaboration and information-sharing (e.g., SharePoint, OneDrive, MS Teams).
- Act as a resource and mentor for other administrative staff, providing guidance on company procedures and policies.
- Identify and implement opportunities to improve administrative processes and team efficiency.
Preferred Qualifications:
- Minimum 5+ years of experience supporting SVPs, VPs, or C-suite executives.
- Minimum 5+ years of experience working in a global, matrixed organization.
- Proven ability to prioritize, multitask, and work independently in a high-pressure environment.
- Advanced proficiency in Microsoft Office Suite and collaboration tools (e.g., SharePoint, OneDrive, MS Teams).
- Strong written and verbal communication skills; able to interact professionally with senior leadership and external partners.
- Detail-oriented with excellent problem-solving and organizational abilities.
Level of Responsibility:
- Operates independently with minimal supervision.
- May supervise or mentor other administrative professionals.
- Makes significant decisions that impact workflows and priorities across the department or organization.
- Trusted advisor and partner to executive leadership, contributing to effective time and resource management.