Executive Administrative Assistant (EA) (Administrative)
Role:
The Executive Administrative Assistant (EA) serves as a key partner to the Senior Leadership Team, Board of Directors, and Committee Members. This role is responsible for high-level administrative support and strategic coordination to ensure seamless execution of organizational initiatives. The EA must anticipate needs, ensure effective time and calendar management, support governance responsibilities, and contribute to the overall efficiency and effectiveness of Executive operations. This individual is expected to exercise discretion, diplomacy, and sound judgment while working in a dynamic, fast-paced environment.
Essential Functions & Responsibilities:
45% Administrative Support:
- Provide comprehensive administrative support to the Senior Leadership Team, Board of Directors, and Committees.
- Manage complex calendars, schedule appointments, and coordinate logistics.
- Draft, edit, and proofread correspondence, reports, presentations, and other documentation.
- Prepare Excel-based reports and PowerPoint presentations as needed.
- Handle incoming and outgoing communications and respond on behalf of Executives when appropriate.
- Arrange travel, accommodations, and itineraries; reconcile expenses in a timely manner.
- Prepare meeting materials, take accurate meeting minutes, and ensure progress on business initiatives.
20% Meeting Coordination:
- Organize and execute Executive-level meetings, including scheduling, booking meeting spaces, coordinating catering, and preparing agendas.
- Take meeting minutes, track follow-up items, and ensure accountability for deliverables.
- Provide support for in-person and virtual meetings to ensure professional and efficient execution.
20% Record & Document Management:
- Maintain corporate records, Executive files, and confidential documents in accordance with regulatory requirements and department operations.
- Ensure timely retrieval of documents and accurate recordkeeping.
5% Event Coordination:
- Assist with special events hosted by the Senior Leadership Team and/or Board of Directors.
- Collaborate with the Marketing Department and other stakeholders to coordinate event logistics, vendor management, budgeting, and execution.
- Ensure all events align with organizational standards and goals.
5% Executive Communication:
- Keep Executives informed of organizational matters requiring their attention.
- Serve as a liaison between Executives and internal/external stakeholders.
5% Team Support & Other Duties:
- Serve as backup to other Executive Assistants during absences or high-volume periods.
- Provide ad hoc administrative support as needed.
- Contribute to departmental goals by supporting cross-functional initiatives and projects.
- Perform all other duties as assigned.
Performance Measurements:
See Dayforce (HRIS) Performance Management for Goals upon start in role, and annually.
Knowledge and Skills:
Experience: Minimum of five (5) to eight (8) years of experience in a similar executive support role, preferably supporting C-level leadership or board members.
Education: A bachelor's degree is preferred. In lieu of a degree, formal certifications in executive administration, office management, or business administration that are recognized in the industry may be considered equivalent.
Interpersonal Skills: Work involves extensive contact with the highest level of leadership at the organization requiring the utmost level of professionalism, confidentiality, and tact. Motivating, influencing, and supporting others is key in this role while fostering sound relationships with internal and external contacts.
Other Skills:
- Demonstrate leadership qualities including integrity, empathy, adaptability, accountability, and approachability.
- High emotional intelligence and personal resilience.
- Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Teams) and Adobe Acrobat Pro.
- Exceptional written and verbal communication skills.
- Strong organizational skills, with a keen attention to detail.
- Ability to prioritize tasks, meet deadlines, and manage multiple assignments simultaneously.
- Accurate transcription and note-taking skills for recording meeting minutes.
- Experience with expense reporting systems is a plus.
Physical Requirements: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is required to sit for long periods at a time, use hands to finger, handle, or feel, and talk or hear. The employee is occasionally required to walk; reach with hands and arms; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds.
Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually moderate.
This Job Description is not a complete statement of all duties and responsibilities comprising the position.
