Sr. Executive Assistant

📋 Description

• • Provide comprehensive administrative support to multiple C-level executives, managing complex calendars, prioritizing meetings, and acting as a gatekeeper for communications to ensure maximum efficiency and discretion.
• • Screen and manage all incoming and outgoing communications, including calls and emails, exercising independent judgment to resolve inquiries and escalate critical matters appropriately.
• • Maintain and update detailed professional and personal contact directories in Microsoft Outlook, ensuring accuracy and accessibility for executive use.
• • Coordinate all aspects of in-person and virtual large-scale video conferencing meetings, including technical setup, participant coordination, and post-meeting documentation.
• • Plan, organize, and execute full-cycle corporate events for regional leadership, including venue research, vendor negotiation, contract management, food and beverage coordination, team-building activities, evening events, and audiovisual logistics.
• • Manage all logistics for on-site client meetings, ensuring compliance with corporate standards for conference room setup, attendee badges, printed and digital signage, welcome communications, and evening hospitality.
• • Organize comprehensive domestic and international business travel arrangements, including flights, accommodations, ground transportation, meal reservations, entertainment, and all associated documentation.
• • Prepare detailed itineraries and travel packages, anticipating needs such as visa requirements, time zone differences, and special accommodations to ensure seamless executive mobility.
• • Assist in the creation, compilation, and distribution of meeting materials, including agendas, presentations, and printed/digital resources for internal and client-facing events.
• • Coordinate registration and scheduling for executives attending industry conferences and external meetings, managing all related logistics and communications.
• • Manage filing systems and digital organization of correspondence, reports, and executive materials to ensure easy retrieval and compliance with document retention policies.
• • Execute ad-hoc projects as directed by executive leadership, demonstrating initiative, ownership, and responsiveness in delivering high-quality outcomes under tight deadlines.
• • Maintain a high standard of accuracy, professionalism, and attention to detail in all administrative deliverables, consistently demonstrating reliability and confidentiality.
• • Function as a liaison between executives and internal departments, external vendors, clients, and stakeholders, requiring strong interpersonal and communication skills across all organizational levels.
• • Operate effectively in a fast-paced, dynamic environment with shifting priorities, balancing multiple high-stakes tasks simultaneously without sacrificing quality or timeliness.
• • Work flexible hours, including evenings and weekends, as required to support executive schedules and event timelines.
• • Utilize advanced proficiency in Microsoft Word, Excel, PowerPoint, Outlook, and internet research tools to perform all administrative functions with precision and efficiency.
• • Proactively identify opportunities to improve operational workflows and administrative processes, implementing solutions that enhance productivity and reduce bottlenecks.
• • Exhibit a can-do attitude, energetic demeanor, and strong work ethic while maintaining a professional and collaborative presence across all organizational interactions.