Executive Administrative Assistant

RESPONSIBILITES:

Executive & Leadership Support:


* Provide confidential administrative support to senior executives and leadership team members.


* Attend leadership meetings to take meeting notes, document follow-up actions, and manage scheduling of subsequent discussions.


* Help execute and coordinate follow-up activities after leadership meetings, ensuring accountability and continuity.


* Consolidate global KPIs and prepare reports and presentation content for leadership reviews.


* Assist with project support related to acquisitions, including communications, notifications, and coordination with stakeholders regarding leases, permits, etc.

Technology & Presentation Support:


* Create and support PowerPoint presentations, Excel analysis, and other materials for leadership updates, AOP meetings, and corporate or employee presentations.


* Leverage AI and other advanced tools to support productivity, automation, and efficiency across administrative tasks.


* Act as a technology resource to help streamline internal workflows.

Meeting & Event Coordination:


* Coordinate off-site meetings (e.g., venues, hotels, catering, invitations).


* Organize all-employee meetings: schedule invites, arrange breakfast and refreshments, IT setup, and post-event surveys.


* Order meals for production staff and meetings (e.g., Seth).


* Coordinate and execute internal events (e.g., Blood Drive, Veteran's Day Breakfast, Thanksgiving Luncheon).

Administrative & Office Support:


* Prepare and submit expense reports.


* Create and submit Pcard forms with receipts.


* Order non-stock office supplies and flowers for employee occasions (e.g., funerals, new baby, get well).


* Manage Visas and Passport renewals.


* Act as an on-site notary when required.

Documentation & Contract Management:


* Maintain and submit CERs through DocuSign.


* Upload and manage contracts in Ironclad; send templates to partners and submit for review/signing.


* Support document handling in DocuSign (e.g., SIPs, contract amendments).


* Assist with special projects related to contract or procedural updates.

HR & Employee Support:


* Update organizational charts and HR slides (e.g., new hires, promotions, anniversaries).


* Handle new hire processes: send training agendas, job descriptions, organizational announcements, and calendar reminders for 30-60-180-day reviews.


* Send 30-60-180 Day Review surveys via Qualtrics.


* Submit and manage Service Award documentation and purchases.


* Maintain the United Airlines Corporate Program.

Communications:


* Send internal communications: meeting reminders, announcements, and updates.


* Serve as the point of contact for arranging internal logistics and communications across departments.

Required Qualifications:


* High school diploma or equivalent; Associate's or Bachelor's degree preferred.


* Minimum 3 years of administr...