Executive Assistant

IFG - International Financial Group; Redmond; Híbrido; AUD 101.000 - 144.000; A tiempo parcial

Descripción de la vacante

IFG - International Financial Group is seeking an experienced Executive Administrative Assistant to support two senior leaders across PST and EST. This hybrid role in Redmond, WA is 2–3 days on-site with remote flexibility, and the contract runs for 18 months.

You will manage calendars, travel, and confidential communications with discretion. The ideal candidate brings 7+ years of EA experience, strong organizational and multitasking abilities, and proficiency in MS Office 365.

Formación

• 7+ years of Executive Assistant or senior-level administrative experience.
• Experience managing calendars for multiple senior leaders.
• Experience coordinating across multiple time zones (PST/EST).
• Excellent written and verbal communication skills.
• Strong organizational skills with multiple priorities.
• High level of confidentiality and discretion.
• Proficiency with MS Office 365 (Outlook, Teams, Word, PowerPoint, Excel).
• Ability to work independently in a remote environment.

Responsabilidades

• Provide comprehensive executive support to two senior leaders.
• Manage complex calendars across PST and EST time zones.
• Coordinate internal and external meetings and engagements.
• Prepare materials, agendas, and follow-ups for leadership meetings.
• Handle confidential information with discretion and professionalism.
• Coordinate domestic and international travel, itineraries, and expenses.
• Prepare executive documents, presentations, and reports.
• Monitor communications and prioritize requests for executives.
• Collaborate with stakeholders and cross-functional teams.
• Track action items and deadlines; ensure follow-through.
• Support leadership events and organizational activities.
• Anticipate needs and resolve scheduling/administrative challenges.
• Serve as a trusted point of contact between executives and stakeholders.

Conocimientos

Executive support

Calendar management

Time zone coordination

Written & verbal communication

Organization

Discretion & confidentiality

MS Office 365

Remote work

Herramientas

MS Office 365

Descripción del empleo

Position Title: Executive Administrative Assistant

Top IT Firm

Type: Contract

Location: Hybrid: 2-3 days : Redmond, WA

Contract Duration: 18 months

NO C2C OR 1099

Position Overview

We are seeking an experienced Executive Assistant (EA) to provide high-level administrative and operational support to two senior leaders, one aligned to PST and one aligned to EST.

This is a high-visibility role requiring exceptional organization, discretion, communication, and the ability to manage competing priorities across multiple time zones. The ideal candidate will be comfortable working independently in a remote environment while serving as a trusted partner to senior leadership.

Key Responsibilities

• Provide comprehensive executive support to two senior leaders.
• Manage complex and dynamic calendars, including scheduling across PST and EST time zones.
• Coordinate internal and external meetings, appointments, and leadership engagements.
• Manage meeting logistics, agendas, preparation materials, and follow-ups.
• Handle sensitive and confidential information with a high degree of discretion and professionalism.
• Coordinate domestic and international travel arrangements, itineraries, accommodations, and expense reporting.
• Prepare, organize, and maintain executive-level documents, presentations, and reports.
• Monitor incoming communications and help prioritize requests requiring executive attention.
• Coordinate with senior stakeholders, cross-functional teams, and external partners.
• Track action items, deadlines, and follow-ups to ensure commitments are completed.
• Support leadership meetings, events, and organizational activities.
• Anticipate executive needs and proactively resolve scheduling and administrative challenges.
• Act as a trusted point of contact between executives and internal/external stakeholders.
• Support additional projects and administrative initiatives as required.

Required Qualifications

• 7+ years of Executive Assistant or senior-level administrative experience supporting executives, senior leaders, or C-suite stakeholders.
• Demonstrated experience managing complex calendars for multiple senior leaders.
• Strong experience coordinating across multiple time zones, particularly PST and EST.
• Exceptional written and verbal communication skills.
• Strong organizational skills with the ability to manage multiple priorities simultaneously.
• High level of confidentiality, judgment, and discretion.
• Strong proficiency with MS Office / MS 365, including Outlook, Teams, Word, PowerPoint, and Excel.
• Ability to work independently and effectively in a remote environment.
• Strong attention to detail and ability to anticipate needs before they arise.
• Professional, polished, and confident when interacting with senior executives and stakeholders.

Preferred Qualifications

• Experience supporting multiple senior executives simultaneously.
• Experience in a large technology, corporate, or enterprise environment.
• Experience working with executives across different geographic regions and time zones.
• Strong project coordination and follow-through skills.
• Experience handling confidential business information and executive communications.
• Toronto GTA-based with flexibility to attend the office approximately once per month.

Ideal Candidate

The ideal candidate is a strategic and highly proactive Executive Assistant who can operate as an extension of senior leadership rather than simply providing administrative support. They should be comfortable managing ambiguity, shifting priorities, complex calendars, and sensitive information while maintaining a high level of professionalism.