Executive Assistant

Our client is seeking a highly organized and proactive Executive Administrative Assistant to with demonstrated experience in a global corporate environment. In this role you will provide confidential and comprehensive support to Executive Vice President of Global Operations. As a critical partner, you will enable executive efficiency through effective calendar management, operational coordination, and administrative excellence in a fast-paced, global environment.

Responsibilities

• Provide high-level, confidential administrative support to the Executive Vice President of Global Operations, ensuring seamless day-to-day operations
• Manage complex and dynamic executive calendars, optimizing scheduling efficiency and prioritizing critical business needs
• Coordinate domestic and international travel arrangements, including flights, accommodations, ground transportation, and visa/passport processing
• Prepare, review, and submit expense reports in compliance with company policies and timelines
• Plan and coordinate executive meetings, including agenda preparation, materials development, and follow-up actions
• Organize and support internal and external meetings, conference room setup, and catering arrangements as required
• Act as a primary point of contact for incoming communications (emails, calls, mail), ensuring timely responses and proper prioritization
• Maintain and update organizational charts, contact lists, and departmental records
• Manage TEAMS sites and support SharePoint access requests, content updates, and user permissions
• Support cross-functional coordination by liaising with internal stakeholders, leadership teams, and external partners
• Handle multiple projects simultaneously, ensuring timely execution and adherence to strict deadlines
• Assist in purchase order creation, invoice tracking, and vendor coordination
• Manage office operations, including supply inventory, ordering, and workspace/seat assignments
• Coordinate IT equipment requests, onboarding/offboarding setup, and asset tracking
• Prepare documentation for international shipments, including compliance with Global Transfer Systems (GTS) requirements
• Drive process improvements to enhance administrative efficiency and effectiveness
• Maintain the highest level of professionalism, confidentiality, and discretion at all times
  

Education & Experience

• GED, HS Diploma, or Equivalent + min 10 yr related experience or equivalent combo of education & experience.
• Minimum 8+ years of experience supporting senior leadership, including VP or C-level executives
• Proven experience managing complex calendars, travel logistics, and executive priorities in a fast-paced global environment
  
  

Skills & Competencies

• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams) and collaboration tools
• Strong organizational and time-management skills with exceptional attention to detail
• Ability to work independently with minimal supervision while maintaining high productivity
• Excellent problem-solving skills with a proactive, solution-oriented mindset
• Strong interpersonal and communication skills, with the ability to interact effectively across all levels of the organization
• High level of professionalism with a positive, approachable demeanor
• Ability to prioritize competing demands and manage multiple stakeholders simultaneously
• Adaptability and resilience in a rapidly changing, high-pressure environment
• Strong sense of ownership, accountability, and commitment to delivering results
• Familiarity with corporate systems (e.g., travel management, PO placement and similar tools)
• Ability to anticipate needs and operate with a high degree of ownership