Executive Administrative Assistant

Executive Administrative Assistant

Job Summary

• Provide high-level administrative and operational support to senior executives to ensure efficient functioning of the executive office. Manage calendars, communications, travel, and confidential information while acting as a professional point of contact for internal and external stakeholders.

Key Responsibilities

• Manage executive calendars: schedule and coordinate meetings, appointments, and events; prioritize and resolve conflicts.
• Arrange domestic and international travel: book flights, accommodation, ground transport, prepare detailed itineraries and travel expense reports.
• Prepare, edit, format, and proofread correspondence, reports, presentations, and briefing materials.
• Handle incoming calls, emails and other communications; screen, prioritize and route messages appropriately.
• Coordinate and organize meetings: prepare agendas, take minutes, follow up on action items.
• Maintain confidential files, records and sensitive information with discretion and professionalism.
• Liaise with internal departments and external partners/clients on behalf of the executive.
• Manage office supplies and vendor relationships for the executive office.
• Assist with special projects, events, and ad-hoc tasks as assigned by the executive.
• Support onboarding, expense approval processes and simple HR/finance coordination for the executive's team when required.

Qualifications & Experience

• Bachelor's degree in Business Administration, Office Management, or related field preferred (or equivalent experience).
• 3+ years of experience supporting senior executives or in a senior administrative role.
• Excellent written and verbal communication skills in English (additional language(s) an advantage).
• Strong time management, organizational skills, and attention to detail.
• Proven ability to handle confidential information with discretion.
• Proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint) and calendaring tools; familiarity with collaboration tools (Teams, Zoom, Slack) and travel booking systems.
• Professional demeanor, proactive attitude, and ability to work independently under pressure.

Preferred Competencies

• Strong interpersonal skills and ability to build relationships across functions.
• Prior experience in a fast-paced corporate or executive environment.
• Problem-solving mindset and ability to anticipate executive needs.
• High level of cultural sensitivity and discretion when interacting with senior stakeholders.