Executive Administrative Assistant
IDj-1558
Job TypeDirect Hire
Company Overview
Our client is an award-winning consumer packaged goods company with a fast-paced, collaborative office environment and a strong reputation in its field. This is an excellent opportunity to support senior leadership within a well-established, dynamic organization.
Our client is an award-winning consumer packaged goods company with a fast-paced, collaborative office environment and a strong reputation in its field. This is an excellent opportunity to support senior leadership within a well-established, dynamic organization.
Role Summary
We are seeking a highly organized, detail-driven Executive Administrative Assistant to provide comprehensive support to the President, executive team, and broader office operations. The ideal candidate takes pride in accuracy, professionalism, and proactive problem-solving, and will serve as a trusted partner to leadership — ensuring schedules, communications, meetings, travel, documents, and daily office needs run seamlessly. This role suits someone resourceful, polished, highly discreet, and comfortable wearing many hats.
Key Responsibilities
- Manage complex calendars, meeting coordination, board communications, travel arrangements, expense reports, reimbursements, and invoice processing
- Serve as a gatekeeper for the President's schedule, protecting time, priorities, and workflow
- Provide general office support: mail distribution, phone coverage, filing, catering coordination, supply ordering, facility maintenance requests, ticket distribution, and corporate vehicle management
- Coordinate domestic and international travel, including visa requests and related submissions
- Prepare, edit, proofread, and manage complex documents, spreadsheets, reports, presentations, and correspondence
- Support email management, meeting materials, information gathering, and follow-up items
- Maintain staff meeting agendas, record notes, and track action items
- Support event planning for on-site and off-site meetings and executive gatherings
- Manage corporate attire orders and related administrative tracking
- Partner with Accounting and FP&A teams on travel, contribution, and forecasting budgets
- Contribute to the development of administrative standards, policies, and best practices
- Handle confidential information with the highest integrity and discretion
- Support additional projects and duties as assigned
Qualifications & Requirements
- 5+ years of administrative support experience, preferably supporting senior executives or an executive leadership team
- Exceptional attention to detail and strong calendar management skills
- Ability to manage multiple priorities, deadlines, and shifting needs
- Strong judgment, initiative, discretion, and ability to work independently
- Excellent written and verbal communication, including proofreading and editing
- Professionalism, confidentiality, and composure in a fast-paced setting
- Strong proficiency with Microsoft Office and modern AI productivity tools (e.g., Copilot and similar assistants)