Executive Administrative Assistant

Position Summary:

We are seeking a highly organized, dependable, and proactive Executive Administrative Assistant to provide exceptional administrative and executive-level support to our senior leadership team while also managing front desk operations at our Browns Summit facility. This role requires strong interpersonal skills, expert-level administrative capabilities, and the ability to manage sensitive tasks with discretion.

The ideal candidate will have 5+ years of experience supporting C-suite or VP-level executives, be proficient in Microsoft Excel (intermediate to expert level), and demonstrate a polished, professional demeanor when interacting with internal and external stakeholders. Responsibilities include complex calendar management, report generation, travel coordination, expense reporting, answering phones, greeting visitors, and assisting with accounts payable and receivable (AP/AR) processes.

Qualifications

Key Responsibilities:

Executive Administrative Support

• Provide high-level administrative support to C-suite or VP-level executives, including complex calendar and schedule management.
• Create, draft, and edit executive-level reports, presentations, correspondence, and data summaries from scratch.
• Manage and screen phone calls, voicemails, and messages, acting as a liaison between executives and stakeholders.
• Coordinate domestic and international travel arrangements (transportation, accommodations, itineraries).
• Prepare and submit expense reports using systems such as Concur or equivalent.
• Organize and support meetings and events including agendas, minutes, and follow-up tasks.
• Maintain utmost confidentiality when handling sensitive corporate and personnel information.

Front Desk & Office Coordination

• Greet and assist visitors, vendors, employees, and contractors in a professional and courteous manner.
• Enforce facility access and security protocols, including managing visitor logs and badges.
• Answer and route incoming calls, manage general inquiries, and oversee mail and package deliveries.
• Maintain the cleanliness, order, and professional appearance of the front lobby and shared spaces.
• Support office-wide administrative needs including meeting room setup, catering coordination, and supply management.

Accounts Payable / Accounts Receivable Support

• Assist with basic AP/AR tasks including data entry, invoice coding, and submitting for approvals.
• Track and follow up on outstanding payments and vendor invoices.
• Reconcile expenses, receipts, and vendor statements to ensure accuracy.
• Collaborate with accounting or finance teams to support monthly close processes.
• Maintain organized records of financial documents for auditing and compliance purposes.

Qualifications:

• Bachelor’s degree or equivalent experience (preferred).
• 5+ years of executive-level administrative experience, supporting C-suite or VP-level leaders.
• Advanced Microsoft Excel proficiency (pivot tables, VLOOKUP, complex formulas, and data analysis).
• Strong proficiency in Microsoft Office Suite (Word, Outlook, PowerPoint).
• Demonstrated experience in booking travel and managing travel logistics.
• Experience in preparing and submitting expense reports.
• Strong communication skills, with a professional phone demeanor and the ability to screen and manage calls.
• Exceptional organizational skills and attention to detail.
• Ability to manage multiple tasks, meet tight deadlines, and maintain a high level of confidentiality.

Preferred Qualifications

• Prior experience preparing executive-level reports and board materials.
• Familiarity with collaboration tools (e.g., Microsoft Teams, SharePoint).
• Experience in a fast-paced professional services or corporate environment with high confidentiality requirements.
• Hands-on experience with accounts payable/accounts receivable (AP/AR) processes or financial systems.