Executive Administrative Assistant

This is a Full Time Job

The Role and What You'll Do:

The Administrative Assistant provides comprehensive, high-level support to assigned executive(s) within a fast-paced, dynamic environment. This role requires exceptional judgment, professionalism, discretion, and the ability to manage sensitive, confidential, and strategic information. A polished communication style, strong organizational skills, and the ability to anticipate needs are essential for success.

Responsibilities

Executive Support & Workflow Management
• Manages complex calendars for assigned executive(s), proactively ensuring schedules are aligned to business priorities.
• Organizes and prioritizes the workflow of assigned executive(s), including meetings, correspondence, and key milestone events.
• Anticipates needs and helps drive work projects forward, ensuring deadlines and objectives are achieved.
• Uses sound judgment to assess the nature of incoming inquiries; independently resolves issues, records messages, or escalates as appropriate.
• Communicates professionally with senior-level contacts both inside and outside the organization, including customers, vendors, partners, and leadership teams.

Communication, Documentation & Presentations
• Composes, edits, and prepares high-quality correspondence, memos, reports, confidential materials, and presentations.
• Coordinates preparation of PowerPoint decks and supporting materials for meetings and events.
• Maintains files, organizes documents, and coordinates the transmission of information across stakeholders.

Meeting, Event & travel coordination
• Schedules, coordinates, and supports meetings, events, and offsites as directed.
• Manages travel arrangements-flights, hotels, ground transportation-either directly or with the travel team; prepares detailed itineraries and monitors for changes.
• Coordinates department lunches and manages office supply needs.

Administrative Operations
• Prepares and submits expense reports and reimbursements for assigned executive(s).
• Ensures smooth office operations, including supply ordering and vendor coordination.
• Runs errands and handles ad-hoc tasks or projects as assigned.
• Maintains strict confidentiality regarding all business, personnel, and strategic matters.

Skills & Experience
• 1–2 years of experience supporting senior-level leaders in a fast-paced, high-visibility environment or similar.
• Exceptional organizational, prioritization, and time-management skills.
• Strong problem-solving abilities and solid project management capability.
• Self-starter with a strong sense of ownership, initiative, and anticipatory thinking.
• Strong verbal and written communication skills; able to interact with all levels of leadership.
• Demonstrated ability to work independently while juggling multiple tasks and shifting priorities.
• High attention to detail with a commitment to accuracy and quality.
• Ability to maintain and protect confidential information at all times.
• Must be responsive to email, text, and phone-occasionally outside traditional business hours.
• Proficiency in Microsoft Outlook, Excel, Word, PowerPoint, and ability to quickly learn additional systems or tools.
• Flexibility and adaptability in a fast-changing business environment.

Work Environment
• This is a fully in-person role, Monday through Friday in Stamford, CT.