Job Description

An Administrative Executive Assistant plays a crucial role in providing high-level administrative support to executives and senior management. This role involves managing schedules, coordinating meetings, handling communications, and performing a variety of administrative tasks to ensure the efficient functioning of the executive office.
Key Responsibilities:

• Executive Support :

• Manage and maintain executives’ calendars, scheduling meetings, appointments, and travel arrangements.
• Prepare executives for meetings, including compiling relevant documents and briefings.
• Act as the point of contact between executives and other departments, clients, or external stakeholders.

• Communication Management :

• Handle emails, phone calls, and other correspondence on behalf of executives.
• Draft, review, and send communication, ensuring that all written content aligns with the company’s tone and policies.
• Take and transcribe meeting minutes, distributing them to appropriate parties in a timely manner.

• Travel Coordination :

• Arrange domestic and international travel, including flights, accommodations, and ground transportation.
• Prepare detailed itineraries for business trips, ensuring all logistics are well-organized and up to date.

• Office Organization and Coordination :

• Organize and maintain files, records, and other documentation in both physical and electronic formats.
• Prepare and process expense reports, invoices, and purchase orders.
• Oversee office supplies inventory and order new items as needed.

• Project Support :

• Assist in the coordination and execution of special projects and initiatives.
• Track project timelines, ensuring deadlines are met and deliverables are completed.

• Event Planning and Coordination :

• Organize and coordinate internal and external events, such as conferences, team-building activities, and client meetings.
• Handle logistics such as venue booking, catering, and attendee coordination.

• Confidentiality and Discretion :

• Manage sensitive and confidential information with professionalism and discretion.
• Ensure that all business and personal information related to executives is secure and handled according to company policies.

• Proven experience as an executive assistant or in other administrative roles supporting senior executives.
• Strong organizational skills with the ability to multitask and prioritize effectively.
• Excellent written and verbal communication skills.
• Proficiency in office software (Microsoft Office Suite, Google Workspace, etc.) and other administrative tools.
• Strong attention to detail and ability to maintain accuracy in all tasks.
• Discretion and confidentiality in handling sensitive information.
• Ability to work under pressure and handle a fast-paced work environment.
• Knowledge of project management software and CRM systems is a plus.

• High school diploma or equivalent required; Associate’s or Bachelor’s degree preferred.
• At least 3-5 years of experience in an administrative or executive support role.

• Full-time position, with occasional overtime based on the needs of the executives.
• May require travel or attendance at events outside of regular office hours.

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