Executive Administrative Assistant

About the role

The Executive Administrative Assistant provides high-level administrative, operational, and project coordination support to senior leaders and executives. This role is responsible for managing executive priorities, calendars, communications, reporting, travel, and governance activities while ensuring smooth coordination across global and cross-functional teams. The position works with minimal supervision and coordinates closely with Operations, HR, Training, Quality, WFM, Finance, Account Management, and other stakeholders to support business objectives, leadership effectiveness, and strategic initiatives.

Key responsibilities

• Manage executive calendars, priorities, appointments, meetings, and leadership cadence activities.
• Organize and coordinate internal and external meetings, business reviews, governance sessions, leadership forums, and client engagements across multiple time zones.
• Arrange domestic and international travel, including itineraries, accommodations, transportation, and related logistics.
• Prepare and process expense reports, invoices, and other administrative documentation accurately and on time.
• Maintain contact databases, organizational charts, records, and executive documentation.
• Prepare presentations, reports, meeting materials, proposals, agendas, and meeting minutes.
• Monitor and track the progress of, and in some cases lead or champion, projects, strategic initiatives, and operational priorities across departments and countries, flagging gaps, delays, or risks for timely action.
• Gather, validate, consolidate, and maintain data from multiple sources for recurring and ad-hoc reporting.
• Create reports, Executive Summaries, and leadership updates to support decision-making.
• Maintain strict confidentiality and discretion when handling sensitive business, employee, and client information.

About you

• 3-5 years of experience providing administrative support to senior management or executive leadership.
• Business-related education or specialized training or equivalent experience in executive support, operations, or project management.
• Experience supporting global or cross-functional teams preferred.
• Strong organizational, coordination, and multitasking skills in a fast-paced environment.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office applications and virtual collaboration tools.
• Ability to manage sensitive information with professionalism and confidentiality.
• Strong attention to detail, problem-solving, and follow-through capabilities.
• Working knowledge of financial and legal terms and concepts (both analytical and procedural) a plus.