Executive Administrative Assistant
Duration: Regular, Fulltime
Location: 700 University
Salary Range: $57,000 - $71,500

Job Overview

The Executive Administrative Assistant supports the leadership team by managing a variety of administrative tasks with a high level of confidentiality and organization. The role requires excellent communication, organizational, and time management skills, as well as proficiency in office software and equipment. The assistant will also coordinate travel arrangements, liaise between the supervisor and other staff, and ensure the smooth operation of the office environment. The position calls for someone who can work independently, handle confidential information discreetly, and adapt to a fast-paced work environment.

Key Accountabilities

• Handle a wide range of routine and confidential correspondence, reports, and materials. Compose and distribute correspondence, and maintain proficiency in office equipment.
• Organize and prepare for meetings, including agendas and necessary materials. Arrange travel and accommodations for supervisors and staff.
• Manage incoming and outgoing mail, including confidential materials, and prioritize items for the supervisor's attention.
• Assist in scheduling and prioritizing the supervisor's work and activities, and manage access to the supervisor.
• Establish and maintain records, ensuring compliance with retention schedules and arranging for the storage or destruction of obsolete records.
• Process routine reports and forms, communicate the supervisor's instructions, and provide feedback from meetings.
• Prepare purchase orders and requisitions, provide backup support, and maintain follow-up systems to monitor due dates and tasks.
• Arranging travel for the executives they are supporting (coordinating flights, hotels with third parties, etc.)
• Assisting in expense management

Qualifications

• Proven experience as an executive administrative assistant or in a similar administrative role.
• Proficiency in office software, including PowerPoint, adobe, spreadsheets, and email applications.
• Excellent organizational and time management skills.
• Strong written and verbal communication skills.
• Ability to handle confidential information with discretion.
• Strong problem-solving skills and attention to detail.
• Experience in organizing meetings and managing travel arrangements
• Experience in liaising between supervisors and staff, and communicating instructions and expectations.
• Ability to adapt to a fast-paced work environment and manage multiple priorities effectively.