Executive Administrative Assistant

Job Type: Location Type: On-site

 

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.