Executive Administrative Assistant – Support C‑Suite Leaders

About the role

We are looking for a highly organized Executive Administrative Assistant to provide high‑level support to our C‑suite executives. The role ensures smooth daily operations, manages complex schedules, and acts as a trusted partner for senior leadership.

Key responsibilities

• Provide comprehensive administrative support to C‑suite executives and senior leadership.
• Manage complex calendars, schedule meetings, conference calls, and video conferences, resolving conflicts.
• Coordinate travel arrangements, including flights, hotels, and transportation.
• Prepare, edit, proofread, and format correspondence, presentations, reports, and spreadsheets.
• Process invoices, reconcile expenses, and prepare reimbursements using Chrome River.
• Track vendor payments and purchase requests in collaboration with Finance and Accounting.
• Maintain organized electronic and physical filing systems for confidential documents.
• Organize executive meetings, handling logistics, catering, and follow‑up actions.
• Assist with special projects, research, and data collection to support decision‑making.
• Serve as liaison between executives, internal departments, clients, vendors, and external stakeholders.
• Monitor deadlines and proactively follow up on outstanding items.

Required profile

• 5+ years of executive administrative support experience.
• Proven ability to support senior leaders and manage multiple priorities.
• Strong organizational, problem‑solving, and time‑management abilities.
• Excellent written and verbal communication skills.
• High level of discretion and ability to handle confidential information.
• Customer‑service orientation and collaborative mindset.

Required skills

• Advanced proficiency in Microsoft Outlook for calendar and meeting management.
• Advanced proficiency in Microsoft Word for document formatting and mail merges.
• Advanced proficiency in Microsoft Excel, including formulas, pivot tables, and data analysis.
• Proficiency in Microsoft PowerPoint for executive presentations.
• Experience with Chrome River for expense reporting and invoice processing.