Admin Assistant

Description:

Job Title: Executive Admin Assistant

Contract: 6 Months (open to extension/conversion)

Schedule: Hybrid- 2 days work from home and 3 on site (will need to be flexible based on leaders calendars/travels)

Top Skills: Front Office Admin Skills strong scheduling experience working with C-Level Professionals strong organization skills excellent skills in Microsoft Suite of Outlook Teams PPT etc.

This admin will be split between two high level leadership executives. They will need a strong digital print with technology. Will need to be flexible with receiving calls after hours during high travel times if any travel delays.

The Executive Assistant provides high-level administrative support to two key Client Leaders

This role requires exceptional organizational skills discretion and the ability to manage complex schedules and priorities across multiple time zones.

The Executive Assistant acts as a trusted partner ensuring seamless operations and communication within the leadership team and across the organization.

Key Responsibilities

Calendar & Scheduling Management o Coordinate and manage complex calendars for multiple executives including prioritizing meetings and resolving conflicts. o Organize internal and external meetings video conferences and travel schedules.

Travel Coordination o Arrange domestic and international travel including flights accommodations transportation and itineraries. o Prepare travel expense reports and ensure compliance with company policies.

Communication & Correspondence o Serve as the primary point of contact for executives screening and prioritizing emails calls and requests. o Draft edit and proofread correspondence presentations and reports.

Meeting Preparation & Support o Prepare agendas briefing materials and presentations for leadership meetings. o Record and distribute meeting minutes and follow up on action items.

Project & Administrative Support o Assist with special projects research and data analysis as requested by executives. o Maintain confidential files and records with the highest level of discretion.

Cross-functional Coordination o Liaise with internal teams and external stakeholders to ensure smooth communication and execution of initiatives. o Support organizational events leadership offsites and strategic workshops.

Qualifications & Skills

Education: Bachelors degree or equivalent experience.

Experience: Minimum 5 years supporting senior executives in a global organization.

Skills: o Strong organizational and time-management skills. o Excellent written and verbal communication. o Proficiency in Microsoft Office Suite and collaboration tools (Teams SharePoint etc.). o Ability to handle sensitive information with discretion. o High level of adaptability and problem-solving skills.

Key Competencies

Professionalism and confidentiality.

Ability to work independently and manage multiple priorities.

Strong interpersonal skills and cultural awareness.

• Proactive and resourceful in anticipating needs
  

Requirements

Qualifications & Skills

Education: Bachelors degree or equivalent experience.

Experience: Minimum 5 years supporting senior executives in a global organization.

Skills: o Strong organizational and time-management skills. o Excellent written and verbal communication. o Proficiency in Microsoft Office Suite and collaboration tools (Teams SharePoint etc.). o Ability to handle sensitive information with discretion. o High level of adaptability and problem-solving skills.