Executive Administrative Assistant

Overview

Provides administrative, analytical, and operational support to 4-5 senior-level executives across the Executive and Sales/Marketing departments. This role manages key executive needs, reporting, meetings, travel, expenses, events, and sales/marketing initiatives while working closely with internal departments, suppliers, and customers to ensure priorities are organized and executed effectively.

Responsibilities

• Coordinate meetings and events accurately and on time, including scheduling, locations, catering, materials, communications, and follow-up. Ensure all required details are confirmed in advance and issues are communicated promptly to the appropriate leaders.
• Maintain accurate department bank records and ensure requests, reconciliations, and related documentation are completed accurately and within established deadlines. Identify and resolve discrepancies promptly.
• Provide accurate and timely reports from Diver, Excel, and other business sources based on the needs of leadership. Ensure information is complete, organized, and easy to understand, with discrepancies or data issues identified and communicated promptly.
• Maintain accurate calendars and travel arrangements and ensure meetings and expenses are organized and completed within established timelines. Proactively identify scheduling conflicts and communicate changes or issues before they impact the executive or business.
• Coordinate assigned seasonal marketing activities and deliver required materials, communications, and administrative support on schedule. Ensure program details are accurate and communicated to the appropriate teams and partners.
• Provide reliable backup coverage for other Executive Assistants when needed, completing assigned requests accurately and within expected timelines while maintaining consistent communication and follow-through.

Qualifications

• High school diploma or GED
• 5 or more years in related and relevant work experience
• Proficient in Microsoft Office, Excel, and PowerPoint
• Trained and skilled in Diver and AS400 is preferred
• Detail oriented, the ability to prioritize and multi-task, excellent verbal and written communication skills, the ability to work independently without any direct supervision, a positive attitude and excellent teamwork skills are necessary.

Compensation and Benefits

The anticipated starting salary for this role is $33 per hour to $38 per hour depending on qualifications such as experience, education, and skillset. In addition to salary, this role may be eligible for a discretionary bonus and offers a comprehensive benefits package including Medical, Dental, Vision, 401K plan with company match, Life Insurance, Long Term Disability, Flexible Spending Account, Employee Assistance Program, Pet Insurance Plan and more.