XTN-D9E4280 | EXECUTIVE ADMINISTRATIVE ASSISTANT

OptimEdge Consulting is an IT Strategy and Consulting firm serving the needs of small and midmarket firms seeking to optimize information systems, tighten cybersecurity, and ensure compliance. We are a dynamic and innovative company dedicated to delivering high-quality digital solutions.

We are seeking a highly organized and proactive Executive Administrative Assistant to provide comprehensive administrative support to senior executives. This role involves managing a wide range of business and personal administrative tasks, ensuring seamless operations, and maintaining confidentiality. The ideal candidate will be detail-oriented, adaptable, and capable of handling multiple priorities in a fast-paced environment.

Administrative Support:

• Manage executive calendars, including scheduling meetings, appointments, and travel arrangements.
• Coordinate and prepare materials for meetings, presentations, and reports, ensuring accuracy and timeliness.
• Handle incoming and outgoing correspondence, including emails, phone calls, and written communications, prioritizing as needed.

Business Administration:

• Organize and maintain confidential business documents, contracts, and records.
• Assist with project coordination, tracking deadlines, and ensuring deliverables are met.
• Liaise with internal and external stakeholders to facilitate communication and follow-ups on behalf of executives.

Personal Administration:

• Manage personal tasks for executives, such as arranging personal appointments, travel, or event planning as required.
• Handle personal correspondence and errands discreetly and efficiently.
• Coordinate with household staff or vendors for personal-related tasks when necessary.

Event and Travel Coordination:

• Plan and execute corporate events, meetings, or team offsites, including logistics and vendor coordination.
• Arrange complex domestic and international travel itineraries, including flights, accommodations, and transportation.

Confidentiality and Discretion:

• Maintain strict confidentiality of sensitive business and personal information.
• Handle sensitive matters with professionalism and discretion.

Operational Efficiency:

• Streamline administrative processes to enhance efficiency and productivity.
• Anticipate the needs of executives and proactively address potential issues.
• Manage office supplies, expense reports, and budget tracking for administrative tasks. 

Education:

• Associate’s or Bachelor’s degree in Business Administration, Office Management, or a related field preferred.

Experience:

• 3+ years of experience as an administrative assistant, preferably supporting C-level executives.
• Experience managing both business and personal administrative tasks.
• Familiarity with coordinating complex schedules and travel arrangements.

Skills:

• Exceptional organizational and time-management skills with the ability to prioritize tasks effectively.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and calendar management tools (e.g., Google Calendar, Microsoft Teams).
• Strong written and verbal communication skills for professional correspondence.
• Ability to multitask and adapt to changing priorities in a dynamic environment.
• Familiarity with expense reporting and budget tracking tools is a plus.

Attributes:

• High level of professionalism, integrity, and discretion.
• Proactive and resourceful with strong problem-solving skills.
• Excellent interpersonal skills to interact with diverse stakeholders.
• Ability to work independently and as part of a team 

.