Executive Administrative Assistant (Administrative)

Description:

The Executive Assistant provides high-level administrative support to a senior Executive in a dynamic, mission-driven, and fast-paced environment. Acting as a trusted partner and primary point of contact for both internal and external stakeholders, this individual ensures seamless communication, coordinates complex schedules, oversees key initiatives, and supports strategic priorities. The Executive Assistant plays a critical role in maximizing the Executive's effectiveness and is expected to exercise sound judgment, discretion, and initiative while managing a wide range of responsibilities.

Key Responsibilities:

Executive Support & Coordination

• Provide one-on-one administrative support to the Executive, managing an active calendar, prioritizing appointments, and coordinating complex travel arrangements and itineraries.
• Serve as a gatekeeper and liaison, managing the flow of information and communication on behalf of the Executive with internal departments and external partners.
• Prepare and edit correspondence, reports, presentations, and other documents, including confidential memoranda and board-level materials.
• Anticipate needs, handle sensitive matters with discretion, and ensure the Executive is informed and prepared for daily priorities.
• Proactively manage and resolve scheduling conflicts and handle high-pressure situations with a calm, solutions-oriented approach.

Meetings & Communication

• Coordinate senior leadership and cross-functional meetings, including agenda preparation, logistics, and follow-up.
• Build and maintain effective relationships across the organization to facilitate communication and collaboration.
• Act as a liaison between the Executive's office and Board of Directors, assisting with the planning, preparation, and execution of quarterly board meetings and related communications.

Office & Project Management

• Lead or assist with special projects, often involving high-level organizational impact, from initiation through completion.
• Submit and reconcile expense reports, purchase orders, and payment requests; manage credit card expenses and budget tracking.
• Collaborate with other administrative professionals to ensure consistent support practices across departments.
• Manage office operations related to vendor coordination, maintenance requests, workspace assignments, and hoteling logistics.

Specialty Commercial Support

• Serve as a key point of contact between the field sales force, market access, and procurement/finance teams to support the creation and processing of purchase orders and Subject Matter Expert (SME) requests.
• Interpret and track data and metrics with strong attention to detail and arithmetic skills.

Additional Responsibilities:

• Reporting to the President:• Serve as liaison between Board of Director members and senior management. Communicate with board on behalf of CEO as necessary. • Assist in planning and coordinating quarterly meetings of the Board, including maintaining updated agenda and other relevant materials.
• Specialty Commercial:• Purchase Order and SME Request Support – Serve as liaison between the field sales force, market access and procurement/finance with the purpose of placing purchase orders and/or SME requests and processing payment• Strong Arithmetic skills and ability to comprehend data and metrics required

 

Education:

• High School or GED - Required
• Bachelors Degree (BA/BS) - Preferred

Qualifications & Skills:

• 5+ years of experience as an Executive Assistant, preferably supporting senior or C-suite leaders.
• Proven ability to manage confidential information with discretion and professionalism.
• Exceptional written and verbal communication skills, with a strong attention to detail.
• Highly organized, adaptable, and able to manage multiple competing priorities with ease.
• Strong interpersonal skills with the ability to build relationships across all levels of the organization.
• Proficient in Microsoft Office Suite and experienced with calendar management, travel coordination, and expense reporting.
• Experience with procurement systems and financial tracking is a plus.

Specialized Knowledge:

• Office Equipment and Software Ability to use automated office equipment, read and follow complex instructions and maintain written records. Advanced skills in Microsoft Word, Excel, PowerPoint, Outlook, Adobe Acrobat, and Social Media web platforms and web based research.