The Executive Administrative Assistant provides high-level administrative and operational support to executive leadership, helping ensure effective coordination, communication, and execution of executive priorities. This position serves as a trusted partner and key point of coordination, managing complex calendars, meetings, communications and administrative workflows while exercising sound judgment, discretion, and professionalism. The Executive Administrative Assistant works across departments and with internal and external stakeholders to facilitate information flow, track commitments and follow up items, prepare executive-level materials and support the efficient use of executive time and organizational resources.
This list of duties and responsibilities is not all-inclusive and may expand to include other duties and responsibilities based on business need.
Manage executive calendars including:
Adding appointments to schedules and notifying executive
Changing or canceling appointments and notifying all appropriate parties
Ensuring information and materials are available for travel, meetings and conferences
Act as liaison with other senior-level management, departments and outside organizations.
Prepare itineraries and handle all travel arrangements including flights, hotels, and transportation, on behalf of executive as needed.
Initiate, draft and edit documents on behalf of executive.
Answer and route incoming calls; make outgoing calls on behalf of executive.
Handle executives’ incoming and outgoing mail and mail documents, on behalf of executive.
As appropriate, handle and respond to emails, on behalf of executive.
Perform company research and prepare meeting materials.
Manage and organize logistics for internal and external functions including conferences, trainings, receptions, etc.
Prepare and manage Concur reports on behalf of executive.
Assist executive with office organization.
Develop a good working relationship with all levels of staff and work with other executive admin to ensure consistent office operations.
Complete special projects as assigned.
Demonstrated track record of working effectively with a senior executive in a fast-paced and service-oriented environment.
Excellent oral and written communication skills.
Professional, confident, enthusiastic and detail oriented.
Excellent administrative, interpersonal and organizational skills.
Ability to coordinate and maintain follow-up on a number of projects simultaneously.
Ability to prioritize changing workloads.
Ability to handle highly confidential information in a strictly professional manner.
Demonstrate understanding of the importance of business ethics.
Demonstrate initiative and be a self-starter.
Ability to work independently, exercise good judgment and be resourceful.
Qualifications:
Bachelor’s degree in relevant discipline (e.g. Business Administration, Communications, Human Resources)
5+ years of administrative support experience with 2-4+ years supporting at the executive level
This job operates in a clerical office setting. This role routinely utilizes standard office equipment such as computers, phone, photocopiers/printers, and filing cabinets.
This position requires sitting, bending, stooping, or standing as necessary. Our offices are equipped with electronic desks for standing or sitting.
McCormack Baron
is an equal-opportunity employer and makes hiring decisions based on merit.