Executive Administrative Assistant

Job Title: Executive Administrator

Location: Remote (EST Time Zone Preferred)

Duration: Contract Opportunity

About the Role

We are seeking an experienced Executive Administrator to provide high-level administrative and operational support to senior leadership within a fast-paced technology environment. This role requires a proactive professional who can manage competing priorities, anticipate business needs, and serve as a trusted partner to executives and stakeholders.

The ideal candidate will have extensive experience supporting executive-level leaders, managing complex calendars, coordinating travel and expenses, and driving operational excellence across multiple teams.

Key Responsibilities

Executive Support & Calendar Management

• Manage complex executive calendars, ensuring strategic prioritization of meetings and efficient use of executive time.
• Coordinate scheduling across senior leadership, customers, partners, and internal stakeholders.
• Anticipate scheduling conflicts and proactively resolve issues.
• Support meeting logistics, agendas, communications, and coordination activities.

Travel & Expense Management

• Coordinate domestic and international travel arrangements, including itineraries and accommodations.
• Process and reconcile executive expense reports accurately and in a timely manner.
• Ensure compliance with company travel and expense policies.
• Support shipping and logistics activities as needed.

Operational & Organizational Support

• Assist with purchase order creation, procurement requests, and vendor coordination.
• Support employee onboarding activities, including equipment requests, asset tracking, and access coordination.
• Maintain distribution lists, headcount tracking, and organizational updates.
• Coordinate team meetings, offsites, morale events, and organizational activities.
• Partner with business operations and cross-functional teams to support daily business needs.

Administrative Excellence

• Prepare reports, presentations, correspondence, and business documents.
• Maintain records and documentation while ensuring confidentiality.
• Monitor administrative processes and identify opportunities for improvement.
• Serve as a trusted advisor by exercising sound judgment, professionalism, and discretion.

Required Qualifications

• 8+ years of experience providing administrative support to senior leaders, preferably at the General Manager, Vice President, or executive level.
• Proven experience managing multiple executive calendars simultaneously.
• Experience processing executive expenses and coordinating travel logistics.
• Experience supporting procurement, purchase orders, shipping, or operational activities.
• Strong proficiency with Microsoft Office Suite, including Outlook, Excel, PowerPoint, and Word.
• Excellent written and verbal communication skills.
• Strong organizational, multitasking, and prioritization abilities.
• Ability to work independently and manage competing priorities in a fast-paced environment.
• Demonstrated ability to maintain confidentiality and exercise sound judgment.
• Experience supporting technology organizations or large corporate environments.
• Proven ability to anticipate business needs, solve problems proactively, and navigate ambiguity.

Preferred Qualifications

• Experience supporting senior executives, General Managers, Vice Presidents, or C-suite leaders.
• Experience supporting multiple managers and teams simultaneously.
• Previous experience within a large technology organization.

What We're Looking For

• Exceptional attention to detail and organizational skills.
• Strong relationship-building and communication abilities.
• A proactive, solutions-oriented mindset.
• Ability to thrive in a dynamic and fast-changing environment.
• Professionalism, integrity, and discretion when handling sensitive information.