US_Executive Assistant I

Job Summary:

• Client is seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative support to the Leadership Team (LT), with additional support to other team members as needed.
• This role includes light project management responsibilities such as purchase order tracking, meeting coordination, and reporting.
• The ideal candidate will be a collaborative team player with a strong sense of ownership and attention to detail.

Key Responsibilities:

• Coordinate complex calendars and manage logistics for large-scale meetings and team events using Outlook, in collaboration with client Corporate Meetings and Congresses.
• Submit and track purchase orders and Products of work (SOWs).
• Manage monthly accruals and expense reports.
• Support timecard administration and general onboarding/offboarding processes.
• Maintain and update SharePoint/OneDrive sites and distribution lists.
• Arrange domestic and international travel for LT members, ensuring seamless itineraries and compliance with company policies.
• Liaise with vendors and oversee onsite logistics for visitors and candidates.
• Partner with BI&O and other functional teams to support LT deliverables and initiatives.
• Actively participate in the Administrative Assistant community, providing coverage and support across the organization as needed.

Personal Attributes:

• You thrive in a dynamic, fast-paced environment and excel at multitasking.
• You are proactive, solution-oriented, and possess a high level of professionalism and discretion.

Education and Experience:

• Minimum of 3 years of administrative experience.
• Associate’s degree or higher preferred.

• Proficiency in Microsoft Office Suite and ability to quickly learn new systems and technologies.
• Strong communication skills and a demonstrated ability to navigate complex, ambiguous situations with diplomacy.
• Proven experience in project coordination and accountability.
• High level of initiative, self-awareness, and independent decision-making.