Admin Assistant jobs in United States

As an Executive Assistant, you will be responsible for providing both executive and personal support, ensuring that the CEO’s day-to-day operations run smoothly. You will be responsible for managing calendars, coordinating meetings, and handling confidential tasks with discretion. The ideal candidate will have a proven track record of providing high-level administrative support and be proficient in one or more European languages.

Executive Support:

• Manage the CEO’s calendar, including scheduling meetings, appointments, and events.
• Coordinate complex travel arrangements, both domestic and international, ensuring efficiency and comfort.
• Prepare and organize materials for meetings, presentations, and conferences.
• Act as the CEO's liaison, managing internal and external communications, prioritizing and screening requests.
• Handle confidential and sensitive information with discretion.
• Assist in managing the CEO’s workload, anticipating needs, and staying ahead of daily requirements.
• Support strategic and operational tasks as required, including research and reporting.

Personal Support:

• Coordinate personal travel arrangements, from vacations to family travel, ensuring all details are managed.
• Handle personal errands such as managing household staff, scheduling appointments, and organizing events.
• Assist with personal finances, including expense tracking, reimbursements, and personal banking tasks.
• Ensure the CEO’s personal commitments are organized and supported, from family events to personal appointments.

Other Duties:

• Manage ad-hoc tasks as they arise, demonstrating flexibility and a problem-solving mindset.
• Coordinate with external service providers, such as personal assistants, contractors, and event planners, when needed.
• Maintain a professional, yet friendly, relationship with family, friends, and professional contacts of the CEO.

Required Qualifications:

• Minimum of 5 years of experience as Executive Assistant, preferably supporting senior management.
• Fluency in English and at least one additional European language (French, German, Spanish, Italian, etc.).
• Strong organizational and multitasking skills with the ability to prioritize effectively.
• Discretion and a high level of integrity when handling confidential matters.

Preferred Qualifications:

• Experience working in a multicultural, international environment.
• Knowledge of additional European languages is a plus.