Executive Administrative Assistant

We are looking for a highly organized energetic proactive Executive Administrative Assistant to support senior leadership while also helping manage day-to-day office operations. This role is ideal for someone who thrives on multitasking enjoys variety in their workday and takes pride in supporting management and an office running smoothly. Time will be allocated among high-level administrative support and hands-on office management including office tasks and organizing employee events.

Key Responsibilities

Executive Support

• Manage complex calendars scheduling meetings and resolving time/travel conflicts.
• Coordinate travel arrangements itineraries and expense reports.
• Draft proofread and send correspondence memos and presentations on behalf of executives.
• Screen calls emails and requests prioritizing based on urgency and relevance.
• Prepare meeting agendas take minutes and track follow-up action items.
• Act as a liaison between executives and internal/external stakeholders.

Office Management

• Maintain and monitor office supply inventory; place orders and manage vendor relationships.
• Track equipment furniture and asset inventories ensuring accurate records.
• Coordinate office maintenance requests and manage relationships with building management and service providers.
• Ensure the office environment is organized stocked and functioning efficiently.
• Manage incoming/outgoing mail and shipments.

Employee Engagement & Events

• Plan and execute employee events (holiday parties team-building activities birthdays milestones off-sites).
• Coordinate logistics: venue booking catering budgets invitations and vendor coordination.
• Support onboarding logistics for new hires (workstation setup welcome materials first-day coordination).
• Assist with internal communications related to office announcements and events.

General Administrative Support

• Multitask across competing priorities in a fast-paced environment.
• Maintain confidentiality with sensitive information.
• Support ad hoc projects and cross-functional initiatives as needed.
• Identify opportunities to improve office processes and efficiency.

Required

• 3 years of experience in an executive assistant administrative or office management role.
• Excellent written and verbal communication skills.
• Strong organizational skills with keen attention to detail.
• Proficiency in Microsoft Office / Google Workspace (calendar email docs spreadsheets).
• Ability to juggle multiple priorities and deadlines.
• Discretion when handling confidential information.

Preferred

• Experience managing office/building management or vendor relationships.
• Event planning experience.
• Familiarity with expense management tools.
• Experience supporting C-level or senior executives.

Core Competencies

• Organization: Keeps track of multiple moving parts without losing sight of details.
• Resourcefulness: Solves problems independently and anticipates needs before being asked.
• People Skills: Comfortable interacting with executives employees and outside vendors alike.
• Adaptability: Comfortable shifting between strategic support and hands-on tasks.
• Discretion: Trusted with sensitive and confidential information.