Executive Administrative Assistant

Job Summary

The Executive Administrative Assistant (EAA) position serves as a trusted partner to executive leadership, providing high-level administrative support to ensure priorities, schedules, and activities are managed effectively. This role proactively anticipates the needs of the Executive and their Senior Leadership Team (SLT), managing calendars, communications, and daily operations with a high degree of professionalism and discretion.

This position reports to the Manager, Executive Administrative Assistant within Workplace Services.

Duties and Responsibilities

• Executive Support & Prioritization (30%): Manage and organize the Executive’s daily and weekly activities, including calendar and email inbox management. Prioritize tasks, communications, and follow-ups to ensure alignment with business needs. Anticipate executive needs and proactively adjust priorities to address changing demands.
• Administrative Operations & Coordination (30%): Oversee and maintain administrative processes, including meetings, travel arrangements, and expense management. Prepare, process, and reconcile travel and business expenses in accordance with company policy. Coordinate travel arrangements and itineraries, both domestic and international. Coordinate logistics for meetings, events, and executive activities, ensuring alignment with schedules and priorities. Ensure activities are executed efficiently and in alignment with company policies and procedures. Identify opportunities to improve administrative processes and recommend solutions.
• Meeting & Event Management (15%): Coordinate meeting logistics, including scheduling, materials, and preparation. Ensure executives are prepared for meetings by organizing agendas, reports, and presentations. Attend meetings as needed to capture notes, summarize key outcomes, and track action items. Plan and support offsite meetings, events, and visits, including facility and external guest coordination.
• Stakeholder Coordination & Communication (15%): Serve as a liaison between executive leadership and internal/external stakeholders. Communicate professionally and effectively, representing the executive office in a consistent and organized manner. Collaborate with other Executive Administrative Assistants and cross-functional partners to support team coordination and initiatives.
• Confidentiality & Discretion (10%): Manage sensitive and confidential information with a high level of professionalism and discretion. Exercise sound judgment in handling communications, materials, and executive interactions.

Experience and Education Requirements

Minimum

• High School Diploma or equivalent
• 5+ years of experience providing executive-level administrative support
• 3+ years experience supporting multiple leaders and/or teams

Preferred

• Experience supporting senior leaders in a corporate environment
• Experience coordinating meetings, events, or cross-functional activities
• Experience with project coordination or event planning

Knowledge, Skills & Abilities

• Advanced proficiency in Microsoft Office (Outlook, Word, PowerPoint, and Excel) and virtual meeting platforms (Teams)
• Strong organizational and time management skills with attention to detail
• Ability to manage multiple priorities and competing deadlines
• Ability to manage complex scheduling and calendar coordination
• Strong interpersonal and communication skills, both written and verbal
• High level of professionalism, discretion, and confidentiality
• Experience with expense management and travel coordination
• Proactive approach with the ability to anticipate needs and solve problems
• Ability to collaborate effectively across teams and functions
• Flexibility to support business needs, including occasional work outside standard business hours

Other Requirements

• Perform other functions, duties, and projects, as assigned
• Regular and punctual attendance
• Some travel required (20%)

#LI-MB1