Executive Administrative Assistant

RRS Group is seeking an exceptionally organized proactive and polished Executive Admin Assistant to serve as a strategic partner supporting multiple executives within our Marketing & Communications organization.

In this role you will be the operational backbone of a fast-paced globally distributed team anticipating needs before they arise managing highly complex executive calendars with senior leadership exposure and ensuring every meeting trip event and stakeholder interaction is executed seamlessly.

This is a high-trust high-impact opportunity where professionalism discretion executive presence and strong judgment are essential. You will work at the intersection of strategic coordination and day-to-day operational excellence while leveraging modern AI tools and automation to improve efficiency communication and workflow management.

If you thrive in dynamic environments enjoy solving problems before they happen and take pride in being highly dependable and detail-oriented we encourage you to apply.

Responsibilities

Executive Calendar & Meeting Management

• Proactively manage complex executive calendars across multiple time zones while anticipating scheduling conflicts and shifting priorities
• Coordinate a high volume of internal and external meetings including leadership meetings cross-functional reviews customer meetings vendor briefings off-site events Zoom meetings and one-on-ones
• Organize meeting logistics including conference rooms food orders presentation setup agendas and note-taking support
• Serve as a reliable point of coordination between executives leadership teams customers vendors and business partners

Meeting Preparation & Executive Support

• Prepare agendas briefing documents presentation materials and meeting summaries in advance of executive meetings
• Ensure meetings have clear objectives context and supporting documentation
• Assist executives with follow-up action items and operational tracking

Travel & Logistics Coordination

• Manage complex domestic and international travel arrangements including flights hotels transportation itineraries and event logistics
• Coordinate travel-related documentation schedules and vendor communications
• Support executive attendance at conferences customer meetings and company events

Financial & Administrative Support

• Prepare and submit expense reports accurately and in a timely manner
• Process invoices vendor payments and coordinate with Finance regarding budget tracking and approvals
• Maintain organized records and administrative documentation

Strategic Projects & Onboarding Support

• Partner closely with Business Operations teams to support organizational processes and executive priorities
• Assist with special projects team initiatives and event coordination
• Support onboarding activities for new hires including equipment requests workspace preparation onboarding schedules and team coordination
• Coordinate onboarding for vendors and external agencies including access requests and documentation
• Submit and manage IT and Help Desk requests as needed

Qualifications :

Required Qualifications

• Must speak read and write fluent English
• 5 years of Executive Assistant or Executive Admin experience supporting VP-level leaders or above
• Experience working in fast-paced corporate technology marketing or professional services environments
• Strong organizational skills with the ability to manage multiple priorities simultaneously
• Proven experience handling highly complex calendars executive communications and confidential information
• Excellent written and verbal communication skills
• Strong problem-solving abilities with a proactive one-step-ahead mindset
• Experience coordinating domestic and international travel logistics
• High level of professionalism discretion and attention to detail
• Advanced proficiency with Microsoft Outlook Word PowerPoint Zoom and expense management tools such as Concur
• Comfortable leveraging AI-powered tools and technology to improve productivity workflow automation communication and operational efficiency

Preferred Qualifications

• Experience supporting executives within marketing communications events or technology organizations
• Background in high-growth or global companies
• Experience coordinating corporate events conferences or executive off-sites
• Experience managing vendors agencies and external business partners
• Active user of AI tools with demonstrated ability to improve operational efficiency and workflow execution

Additional Information :

What can you expect from us:

• Opportunities to learn and develop every day through a wide range of programs.
• Internal digital platforms that promote self-learning.
• Development programs according to Leadership skills.
• Specialized training according to the role.
• Learning experiences with internal and external providers.
• We love to celebrate success which is why we have recognition programs for seniority behavior leadership moments of life among others.
• Financial wellness programs that will help you reach your goals in all stages of life.
• A flexibility program that will allow you to balance your personal and work life adapting your working day to your lifestyle.
• And because your family is also important to us they can also enjoy benefits such as our WellnessLine thousands of Agreements and Discounts Scholarship programs for your children Aid Plans for different moments of life among others.

Work Hours: Varies upon the needs of the global department.

RRS Company is an EEO Employer. Qualified applicants will receive consideration for employment without regard to race color religion sex national origin sexual orientation gender identity disability or protected veteran status. RRS will also consider for employment qualified applicants with criminal histories in a manner consistent with EEOC guidelines and applicable local law.

RRS Group will consider for employment qualified applicants with criminal histories in a manner consistent with applicable local law including the requirements of Article 49 of the San Francisco Police Code.

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#Remote

Remote Work :

Yes

Employment Type :

Full-time