We are seeking a driven, articulate, and people-focused Administrative Assistant to provide high-level support to 4-5 senior executives within the Executive Office. This individual will play a key role in ensuring each executive’s day runs smoothly through expert calendar coordination, inbox management, travel planning, and expense reporting.
The ideal candidate is proactive, detail-oriented, and thrives in a fast-paced environment. They take initiative, anticipate needs, and work well both independently and collaboratively.
Key Responsibilities:
Executive and Administrative Support
- Provide day-to-day administrative support to 4-5 executives, managing complex and frequently changing calendars.
- Monitor executive inboxes, flagging and prioritizing urgent or time-sensitive matters.
- Coordinate meetings and appointments, including internal and external engagements.
- Arrange travel logistics and prepare detailed itineraries to ensure seamless experiences.
- Prepare, reconcile, and submit expense reports accurately and on time.
Operational Coordination
- Support the Innovation Leads and Opportunities Pipeline Review, including scheduling, logistics, and opportunity tracking.
- Monitor shared inboxes, voicemails, and the Executive fax mailbox, ensuring timely forwarding to appropriate contacts or departments.
- Manage confidential information with professionalism and discretion.
Communication and Collaboration
- Liaise effectively with internal and external partners to ensure alignment and clear communication.
- Anticipate needs and offer proactive solutions to optimize workflows and improve efficiency.
- Contribute to a positive, supportive, and inclusive team culture.
Qualifications:
- Previous experience supporting multiple senior leaders or executives in a corporate setting.
- Exceptional organizational and time-management skills with high attention to detail.
- Strong written and verbal communication skills.
- Proficiency in Microsoft Office Suite (Outlook, Teams, Excel, Word, PowerPoint, Sharepoint).
- Ability to manage competing priorities and deadlines with professionalism.
- A proactive mindset with a genuine passion for supporting people and helping teams succeed.
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