Executive Administrator

Job Description

Scheduling and Calendar Management: Coordinate and manage the VP s calendar, including scheduling meetings, appointments, and travel arrangements. Ensure the VP is we'll prepared for meetings with necessary materials and information. Handle and prioritize all incoming meeting requests and adapt to changes as needed. Team Communication: Serve as a central point of contact for internal and external communications on behalf of the VP Maintain communications process documentation, distribution lists, assets library and message archives in accordance with records management requirements. Draft, proofread, and manage correspondence, reports, and presentations. Facilitate clear and effective communication within the team and across departments Travel CoordinationExpense Management Arrange domestic and international travel logistics, including flights, accommodations, transportation, and itineraries for the Finance team Prepare travel documents, ensuring travel arrangements adhere to company policies. Address any travel-related issues or changes promptly. Prepare, submit, and manage expense reports for the VP, ensuring timely processing and reimbursement of expenses. Event Planning: Plan and organize team events, meetings, on-site/off site activities, and other company functions. Coordinate logistics, including venue selection, catering, audiovisual equipment, and attendee management. Ensure events run smoothly and efficiently. Team Building: Assist in organizing team-building activities and initiatives to foster a positive and collaborative work environment. Manage team recognition programs and assist in planning team celebrations and milestones. Operational Support: Provide general administrative support, including data entry, and record keeping. Assist with the preparation of reports, presentations, and other documentation. Assist the broader Finance team on a as needed basis and coordinate across other teams for back-up coverage as needed. Handle special projects and assignments as directed by the VP. This is a hybrid position. Expectation of days in office will be confirmed by your Hiring Manager. Must have a Bachelors degree At least 10 years of work experience Administrative experience in Executive Assistant support, must have experience in supporting executives in a fast-paced, public facing executive office. Strong verbal and written communication skills, excellent attention to detail and an ability to communicate effectively with all levels. Demonstrated professionalism and experience in working with confidential information. Exercise excellent judgment in time management, setting priorities and interacting with internal and external contacts. Can-do attitude and team player mentality, must be proactive, dependable and solution oriented, looking for ways to add value and assist the team. Strong interpersonal skills. Exceptional project management capabilities. Work well under pressure and respond to tight deadlines, able to organize and prioritize across competing priorities. Ability and openness to actively use different internal systems (e.g. Ariba, Concur etc.) and technology to complete tasks. Advanced MS Office skills (Teams, Word, Outlook, Excel & PowerPoint).