Executive Administrative Assistant

Role Purpose

The Executive Assistant provides high-level administrative support to senior executives, ensuring seamless management of calendars, travel, and meetings. This role requires exceptional organizational skills, discretion, and professionalism to handle confidential information and coordinate complex logistics across global teams. The Executive Assistant acts as a strategic partner, anticipating needs, solving problems proactively, and enabling executives to focus on critical business priorities.

Key Responsibilities

• Handles details of items that are highly confidential and critical in nature on a daily basis.
• Manage all aspects of calendar for business needs, select personal requirements and overall calendar governance for division.
• Manage complex travel arrangements (both domestic and international) and proactively stay ahead of changes, including but not limited to management of all travel documents, schedules, and corporate aircraft arrangements; manage and process expense reports using Concur.
• Interface directly with other senior leaders (SLT, Corporate Officers, MAP) and their executive assistants in the execution of administrative tasks.
• Point of contact for outside companies at the executive leadership level.
• Manage all meeting logistics inclusive of meeting room space, materials, technical equipment, catering, and other supplies as needed.
• Collaborate with global teams as needed.
• Leads admin team for division. Ensures calendar and event tempo of division aligns with business plan and objectives.
• Proactively directs, collects, and prepares information for use in division objectives, discussions/meetings for executives, internal and external individuals, customer meetings, as well as materials for high level corporate meetings (internal and external).
• Event Planning: Offsite executive meetings/events, recognition, team building, business updates, leadership meetings
• CES: Manage customer calendar, lodging and logistics for executive officer and division; member of core planning team
• Provide administrative support, in collaboration with SLTA, during key global meetings and as otherwise directed.

Required Capabilities

• Cross-cultural, cross-regional communication skills: English proficiency, ability to communicate effectively, both verbally and written, with all levels of the corporation, across geographies (Europe, Japan, Korea, Taiwan and China)
• Professionalism: highly responsive, reliable, and mature; able to deliver error-free execution on timely basis, exercise highest level of discretion, integrity and confidentiality
• Strong organizational and administrative skills: attention to details; ability to prioritize and handle multiple tasks simultaneously, and work effectively in a fast-paced environment with minimal supervision
• Strategic thinking and problem-solving skills: ability to think thoroughly and strategically, anticipating corporate officer’s needs; strong decision making/problem solving skills dealing with ad-hoc issues
• Cultural fit: Highly motivated self-starter, collaborative team-player, fast learner
• Occasional travel required. 

Required Education

• Associates Degree or above.