Executive Admin Specialist - Scheduling, Travel & Projects

Insight Global; Memphis (TN); On-site; USD 48,000 - 62,000; Full time

Job summary

Executive Administrative Assistant position with a Fortune 500 company headquartered in Memphis, TN. The role focuses on managing executives' calendars, coordinating communications, organizing meetings, and ensuring smooth daily operations in a fast-paced corporate environment.

The ideal candidate is detail-oriented, discreet with confidential information, and proactive in improving administrative processes across departments. Travel planning and expense reporting are key components of the role.

Qualifications

• Experience supporting executive-level leadership in a corporate environment.
• Associate's or Bachelor's degree in Business Administration or related field.

Responsibilities

• Manage complex executive calendars, including scheduling meetings, appointments, and travel arrangements.
• Coordinate and prepare agendas, presentations, reports, and meeting materials.
• Screen and prioritize emails, phone calls, and correspondence on behalf of executives.
• Serve as a primary point of contact between executives, internal teams, clients, and external stakeholders.
• Arrange domestic and international travel, including flights, accommodations, itineraries, and expense reporting.
• Organize and coordinate meetings, conferences, and special events.
• Take meeting notes, track action items, and ensure timely follow-up on deliverables.
• Maintain confidential records, documents, and information with discretion and professionalism.
• Assist with budget tracking, invoice processing, and expense management.
• Support project coordination and administrative initiatives across multiple departments.
• Develop and improve administrative processes to enhance executive efficiency.
• Perform additional administrative duties and special projects as assigned.

Skills

Executive support

Calendar management

Travel coordination

Expense management

Communications

Confidentiality

Education

Associate's or Bachelor's in Business Administration

Tools

Travel booking systems

Scheduling tools

Expense platforms

Job description

Executive Administrative Assistant position with a Fortune 500 company headquartered in Memphis, TN. The role focuses on managing executives' calendars, coordinating communications, organizing meetings, and ensuring smooth daily operations in a fast-paced corporate environment.

The ideal candidate is detail-oriented, discreet with confidential information, and proactive in improving administrative processes across departments. Travel planning and expense reporting are key components of the role.