Executive Administrative Assistant

Summary

The Executive Administrative Assistant provides high-level administrative support to executive staff members. This role requires discretion, professionalism, and a thorough understanding of company operations, policies, and procedures. The assistant acts as a liaison between executives and internal/external stakeholders, ensuring smooth communication and operational efficiency and proactive leadership.

Essential Functions

• Manage complex executive calendars and coordinate meetings across departments and time zones.  Company event planning.  
• Serve as a gatekeeper to executive calendars, strategically managing access and redirecting meeting requests to appropriate team members to optimize time and efficiency.
• Organizes domestic and international travel, including last-minute changes.
• Prepare executive level presentation materials.
• Monitors task progress and ensure timely follow-up with team members; reviews presentations and deliverables in advance to confirm accuracy and completeness.
• Maintain department documentation, including SharePoint sites and file shares.
• Handles confidential correspondence and sensitive information with discretion.  
• Assist in expense reporting, reconciliation, and budget tracking and vendor coordination.
• Insures smooth operation of assigned ELT offices, managing sensitive communications, and optimizing executive time through proactive calendar and meeting management
• Acts as a strategic gatekeeper to prioritize access and redirect meeting requests to appropriate team members for efficiency.

Additional Duties/Responsibilities

• Coordinates cross-functional meetings, leadership sessions, and enterprise-wide events.
• Supports internal committees and working groups with scheduling, documentation and follow- up.
• Serves as a liaison between ELT and internal/external stakeholders
• Provides backup to HSC Executive Office Manager and Executive Adm positions

Skills

• Technical: Proficiency in Microsoft Office Suite, HRIS systems (e.g., SAP Success Factors), SharePoint, Teams.
• Administrative: Calendar management, meeting logistics, travel coordination, documentation.
• Interpersonal: Strong communication, discretion, professionalism, and stakeholder engagement.
• Behavioral: Detail-oriented, proactive, collaborative, and able to manage confidential matters with integrity.
• Project management skills with ability to work in a dynamic environment.
• Excellent organizational skills to use your time and resources efficiently and effectively.

Skills, cont

• Excellent stakeholder management with ability to partner and develop relationships with mid and senior level leadership.
• Strategic data-driven thinker, able to analyze relevant data and recommend solutions.

• Ability to influence and network effectively, establishes credibility quickly, build strong relationships with peers, stakeholders, and key client partners.
• Ability to operate independently but understand when to escalate issues.
• Proactive mindset to continually improve the process

Behaviors that will set you up for success

• Relationally talented professionals who value people and honor others with genuineness, kindness, and respect.
• Multitaskers who are organized and can manage numerous competing priorities.
• Contributors of impact individually and to our team, someone who makes us all better.
• Detail-oriented individuals who want to achieve excellence in serving others.
• Positive and motivated individuals who are driven by what they can achieve and inspired by contributing to our mission.
• Thoughtful and helpful individuals who enjoy supporting others to be successful

Minimum Required Work Experience

• Experience: Minimum 4 years supporting Senior or Executive Leadership.
• Environment: Office setting with occasional remote coordination within a fast-paced manufacturing environment; must manage multiple priorities independently.

Environment/Working Conditions

• Frequent interaction with senior HR leaders, business partners, and external vendors.
• Must maintain strict confidentiality and exercise sound judgment in all matters.

Education Requirements