Executive Administrative Assistant

Overview

You will perform an array of administrative functions critical to running an organization efficiently. You will partner with executives to handle administrative tasks, freeing up their time to focus on department and company goals. A quick thinker, your flexibility and adaptability are key to constantly changing demands and priorities. You are resourceful and autonomous when taking on new tasks and projects relying on problem-solving skills to make it all work.

As the gatekeeper and extension of your executive leaders, you will frequently find yourself in the center of everything that happens on the team. You are a team player with strong interpersonal skills, always looking for ways to help. You are extremely pivotal to the success of a well-run, efficient, and productive team.

• Manage daily calendars for multiple executives, demonstrating flexibility and problem-solving abilities to adjust or prioritize schedules based on last-minute changes
• Coordinate heavy travel arrangements for executives and team members
• Arrange and reserve conference rooms, catering, audio/video and other essential services as needed for meetings and conferences
• Drive key team activities and events (all-hands meetings, team meetings, conferences, ordering supplies, social events)
• Prepare professional business communication documents including memos, letters, and emails
• Participate in general administrative duties, ad-hoc projects, conferences, and group events
• Be an effective partner in planning collaborative events at relevant conferences, or as business development opportunities, and demonstrate willingness to navigate relationship nuances in the process
• Prepare and process expense reports in a timely manner with appropriate coding and comments based on client and general business needs
• Establish yourself as a main point of contact for your team through your communications and relationship cultivation
• Build and maintain good business relationships with executives and administrative staff across the organizations

• Experience setting up video conference and Zoom or Skype technology for meeting user
• Excellent problem-solving and time management skills
• Strong written and verbal communication skills
• Strong organizational skills
• Flexibility to adapt to constantly changing demands and to take on new and unfamiliar tasks
• Experience with prioritizing your workload proactively and expeditiously and planning ahead effectively

• Bachelors degree
• 2 years of Executive Administrative Assistant experience required
• 3+ years of Executive Administrative Assistant experience preferred
• Ability to balance multiple tasks simultaneously and while being able to properly coordinate across supporting multiple execs
• Strong attention to detail with the ability to ensure nothing is overlooked
• Must demonstrate a high level of professionalism at all times
• Ability to proactively take on challenges with a can-do attitude
• Ability to maintain a calm, professional demeanor while managing a high volume of tasks
• Represent the company with professionalism and integrity
• Self-motivated with the ability to work independently and take initiative

Dexian is an Equal Opportunity Employer that recruits and hires qualified candidates without regard to race, religion, sex, sexual orientation, gender identity, age, national origin, ancestry, citizenship, disability, or veteran status.