Administrative Assistant

Executive Assistant

Position Overview

We are seeking an experienced and highly organized Executive Assistant to provide comprehensive administrative and operational support to leadership and their teams. This role requires exceptional attention to detail, strong communication skills, sound judgment, and the ability to manage multiple priorities in a fast-paced corporate environment.

The ideal candidate will have significant executive-level support experience and be highly proficient in Microsoft Office, calendar management, travel coordination, expense reporting, meeting logistics, and presentation development.

Primary Responsibilities

Executive & Administrative Support

• Provide day-to-day administrative support to leadership and their direct reports.
• Manage complex calendars, schedule appointments, and coordinate meetings.
• Assist with preparation and logistics for team meetings, leadership meetings, and events.
• Maintain files, records, reports, and other administrative documentation.
• Coordinate on-site logistics and provide administrative support for leadership and supporting teams.

Travel, Meetings & Expense Management

• Manage travel arrangements and related logistics for leadership and team members.
• Coordinate meetings, events, and on-site activities from planning through execution.
• Lead and manage expense reporting through Navan, ensuring accuracy, timeliness, and attention to detail.
• Anticipate scheduling, travel, and logistical needs and proactively address potential conflicts.

Reporting, Presentations & Data Management

• Prepare, maintain, and update data, reports, and records required by management.
• Create and maintain executive-level presentations and presentation decks.
• Build and manage budget spreadsheets.
• Assist with organizational charts and organizational data.
• Utilize Microsoft Excel, Word, PowerPoint, Outlook, and Visio to prepare reports, presentations, spreadsheets, and other business materials.

Internal & External Partnership

• Serve as a daily resource for internal partners, assisting with questions and directing individuals to appropriate resources.
• Maintain a strong understanding of resources and functions across the division.
• Communicate professionally and diplomatically with highly visible internal partners, external partners, and vendors.
• Exercise discretion and sound judgment when handling sensitive or confidential information.

Qualifications

• Minimum of 5 years of experience as a Corporate Executive Assistant or in a comparable executive-level support role.
• Previous experience within marketing, retail, or a consumer products organization preferred.
• Advanced proficiency with Microsoft Office, particularly:
  • Excel
  • Word
  • PowerPoint
  • Outlook
  • Visio
• Demonstrated experience creating and building professional presentation decks.
• Experience managing executive calendars, meetings, travel, and events.
• Experience with expense reporting systems; Navan experience preferred.
• Strong written communication and composition skills.
• Exceptional accuracy and attention to detail.
• Strong organizational and time-management skills.
• Ability to manage a high volume of requests and competing priorities.
• Ability to quickly reprioritize work while remaining flexible and adaptable.
• Excellent judgment, professionalism, and diplomatic communication skills.
• Ability to effectively communicate and interact with senior leaders, internal stakeholders, external partners, and vendors.