{"id":2996258,"url":"https://alion.io/job/adt-executive-administrative-assistant","title":"Executive Administrative Assistant","company":{"id":1765638,"name":"ADT","domain":"adt.com","url":"https://alion.io/company/adt-com","size_band":"1001-5000","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Oracle","truth_index":{"grade":"A","score":93,"open_postings":55,"ghost_share":0,"stale_share":0.073,"repost_share":0,"time_to_fill_p50_days":104,"computed_at":"2026-10-26T05:57:25Z"}},"role":"Administrative","role_family":"Administrative","seniority":"senior","employment_type":null,"work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Boca Raton, United States"],"countries":["US"],"hiring_countries":[],"hiring_countries_total":0,"salary":null,"salary_estimate":{"min_usd":42000,"max_usd":85000,"period":"year","method":"role_seniority_country_remote_cell","sample_n":1815},"experience_years_min":5,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Google Workspace","optional":false},{"name":"Microsoft Office","optional":false},{"name":"Miro","optional":false},{"name":"Outlook","optional":false},{"name":"SharePoint","optional":false}],"status":"live","first_seen_at":"2026-09-21T16:35:44Z","employer_posted_date":"2026-09-21","last_verified_at":"2026-10-26T20:25:18Z","board_verified":true,"closed_at":null,"days_open":35,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":35},"description":"Summary:\nThe Executive Assistant provides high-level, proactive support to a Senior Executive Vice President and serves as a trusted executive partner in managing time, priorities, communications, relationships, and critical business deliverables. This role goes beyond traditional administrative support by anticipating executive needs, exercising sound judgment, navigating competing priorities, and coordinating effectively across the organization.\nThe Executive Assistant operates with a high degree of discretion, professionalism, and executive presence, helping the Senior SVP maximize effectiveness and maintain focus on strategic priorities. The role requires the ability to operate independently in a fast-paced, highly visible environment while building strong relationships with senior leaders, cross-functional partners, and internal and external stakeholders.\nDuties and Responsibilities:\nExecutive Calendar & Strategic Time Management\nManage a complex, dynamic executive calendar across internal and external stakeholders, balancing strategic priorities, business commitments, and urgent requests.\n\nApply sound judgment when prioritizing requests for the Senior SVP's time and proactively resolve scheduling conflicts.\n\nAnticipate upcoming needs, dependencies, and potential conflicts to ensure the executive is prepared and positioned for success.\n\nProtect executive focus time while ensuring critical business priorities receive appropriate attention.\n\nExecutive Communications & Stakeholder Management\nServe as a professional and trusted point of contact for the Senior SVP, interacting confidently with senior leaders, executives, Board-related stakeholders, external partners, and other high-visibility contacts.\n\nScreen, triage, and prioritize communications, escalating matters appropriately and ensuring timely follow-up.\n\nDraft and coordinate polished executive communications, correspondence, announcements, and other materials.\n\nBuild and maintain strong working relationships across the enterprise while representing the Senior SVP with professionalism and discretion.\n\nTravel, Logistics & Executive Readiness\nCoordinate domestic and international travel, detailed itineraries, transportation, accommodations, expense reporting, and related logistics.\n\nPrepare the Senior SVP for meetings, events, presentations, and other engagements by ensuring agendas, materials, background information, and logistics are complete and readily accessible.\n\nProactively identify and resolve logistical issues before they impact the executive or business priorities.\n\nExecutive Materials & Communications\nDraft, format, edit, and proofread executive-level presentations, talking points, briefing documents, reports, memos, meeting materials, and other communications.\n\nCoordinate with internal partners to gather, organize, and synthesize information required for executive meetings and presentations.\n\nEnsure materials are accurate, concise, appropriately tailored to the audience, and executive-ready.\n\nLeadership Meetings, Presentations & Events\nPlan and coordinate high-visibility leadership meetings, executive presentations, off-sites, town halls, conferences, and other strategic events.\n\nManage agendas, meeting logistics, presentations, materials, participant coordination, and follow-up.\n\nTrack decisions, action items, commitments, and next steps to support accountability and timely execution.\n\nPartner with cross-functional teams to ensure seamless execution of executive engagements.\n\nInformation, Approvals & Business Coordination\nMaintain confidential executive files, records, correspondence, and business information.\n\nCoordinate and track approvals, invoices, expenses, travel, and other executive-related business processes.\n\nCompile information from multiple sources and provide organized, concise summaries to support executive decision-making and follow-through.\n\nMonitor deadlines and deliverables and proactively communicate status, risks, and required actions.\n\nExecutive Judgment & Prioritization\nServe as a trusted thought partner to the Senior SVP by anticipating needs, identifying dependencies, and helping navigate competing priorities.\n\nAssess urgency and importance of incoming requests and determine appropriate next steps, escalation, or delegation.\n\nIdentify potential issues early and proactively recommend practical solutions.\n\nAdapt quickly as priorities shift while maintaining focus on the executive's most critical objectives.\n\nExecutive Office Operations & Operating Rhythm\nSupport the effective day-to-day operation of the Senior SVP's organization and leadership cadence.\n\nHelp establish and maintain operating rhythms, recurring leadership meetings, business reviews, communications, and other organizational processes.\n\nTrack key commitments, initiatives, and deliverables to help ensure timely execution.\n\nCoordinate across functions to support enterprise priorities and organizational initiatives.\n\nLeadership & Organizational Support\nSupport onboarding and integration of new executives, leadership team members, and key stakeholders as needed.\n\nFacilitate effective communication and coordination among members of the leadership team and broader organization.\n\nServe as a cultural ambassador, modeling professionalism, inclusivity, collaboration, adaptability, and respect.\n\nRepresent the Senior SVP and the organization with a high degree of professionalism and confidentiality.\n\nAdditional Responsibilities:\nSupport special projects and strategic initiatives as assigned.\n\nPerform other duties and responsibilities as required.\n\nSkills and Competencies:\nHard Skills\nAdvanced proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, Teams, Outlook, and related Microsoft 365 tools.\n\nProficiency with Google Workspace and collaboration/productivity platforms such as SharePoint, OneNote, Miro, and other workflow tools.\n\nExperience with expense, procurement, and business management systems such as Concur, Ariba, or comparable platforms.\n\nAbility to develop polished, executive-ready presentations, briefing materials, reports, talking points, agendas, and communications.\n\nStrong calendar, travel, meeting, event, presentation, and executive logistics management capabilities.\n\nExperience coordinating complex meetings and high-visibility executive engagements involving multiple stakeholders.\n\nComfortable using AI-enabled tools and emerging technologies to improve productivity, including drafting, summarization, meeting preparation, information organization, and follow-up.\n\nStrong attention to detail and demonstrated ability to maintain accuracy while managing multiple priorities and deadlines.\n\nSoft Skills\nExceptional organizational skills, time management, prioritization, and follow-through.\n\nExcellent written and verbal communication skills, with the ability to communicate effectively with audiences at all levels of the organization.\n\nStrong executive presence, professionalism, discretion, and emotional intelligence.\n\nDemonstrated ability to anticipate needs, connect information across functions, and proactively identify potential issues.\n\nSound judgment and the ability to make appropriate decisions within established guidelines.\n\nHighly adaptable, resourceful, and comfortable operating in ambiguous, fast-paced, and high-visibility environments.\n\nStrong relationship-building and stakeholder management skills.\n\nAbility to work independently, take initiative, and effectively manage competing priorities with limited direction.\n\nCollaborative and solutions-oriented mindset with the ability to influence outcomes without direct authority.\n\nDemonstrated ability to maintain confidentiality and handle sensitive business and executive information appropriately.\n\nMinimum Qualifications:\nBachelor's degree or equivalent combination of education and professional experience.\n\n5+ years of experience supporting senior executives, preferably at the VP, SVP, or C-suite level.\n\nDemonstrated experience operating in a fast-paced, complex corporate environment.\n\nProven ability to manage highly complex calendars, executive priorities, meetings, travel, communications, and business deliverables.\n\nPreferred Qualifications:\n5+ years of experience supporting a Senior Vice President, Executive Vice President, or C-suite executive.\n\nExperience supporting executives in a large, complex, publicly traded, or highly matrixed organization.\n\nExperience supporting enterprise-wide initiatives, executive leadership teams, strategic meetings, or organizational programs.\n\nExperience with executive communications, presentation development, project coordination, event orchestration, or leadership meeting management.\n\nDemonstrated experience using technology and AI-enabled tools to improve executive productivity and business processes.\n\nExperience working across multiple functions and with senior stakeholders in a highly visible organization.\n\nCommunication Requirements:\nWriting, speaking, and hearing, including frequent communication by phone, video conference, email, andin-person interaction (Continually = 67-100% of workday).\n\nWork Environment:\nOffice/Remote/Home Office (Continually = 67-100% of workday).\n\nWork may occasionally require flexibility outside standard business hours to support executive priorities, business needs, or time-sensitive matters.\n\nTravel:\nSome domestic travel may be required, generally less than 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