Executive Administrative Assistant

Description

• Manage and coordinate complex calendars across time zones
• Plan and organize domestic and international travel, including itinerary planning, bookings, visa processing, and logistics
• Ensure accurate and timely record-keeping for audit purposes
• Manage internal communications and assist with executive correspondence
• Prepare and edit team presentations, decks, event materials, press releases, and manuals
• Prepare agendas, take detailed meeting notes (MOMs), and maintain recordings of virtual meetings
• Maintain organized documentation for bills, invoices, and procurement activities
• Maintain a comprehensive contact database for managers and external stakeholders
• Handle expense claims, reimbursement submissions, and budget tracking
• Create and manage Purchase Orders (POs)
• Schedule and coordinate internal and external meetings, including logistics and venue arrangements
• Follow up on action items from meetings to ensure timely completion
• Coordinate vendor onboarding and documentation
• Follow up on vendor payments and maintain related records
• Support the organization of team events, workshops, offsites, and corporate gifting

Requirements

1. Calendar, Travel & Expense Management

3. Communication & Documentation

Experience: 5+ Years

• Discretion in handling confidential information
• High degree of professionalism and interpersonal skills
• Minimum of 5 years of experience in executive assistance, administration, or operations roles
• Excellent written and verbal communication skills
• Proficient in MS Office Suite (Word, Excel, PowerPoint, Outlook) and virtual collaboration tools (Zoom, Teams, etc.)
• Ability to manage multiple priorities and work independently in a fast-paced environment
• Prior experience supporting senior leadership or cross-functional teams
• Exposure to procurement systems and vendor management processes
• Strong organizational skills with keen attention to detail

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance