Executive Administrative Assistant

Helpware; Alaska; On-site; USD 60,000 - 90,000; Full time

Job summary

Helpware seeks an Executive Administrative Assistant to provide high-level support to the President, acting as a gatekeeper and force multiplier. The ideal candidate has five+ years of executive-level experience and excels in discretion, written communication, and multi-time-zone coordination.

You will manage inboxes, calendars, travel, expenses, and meeting support with minimal oversight in a fast-paced environment.

Qualifications

• Minimum 5 years of experience as an Executive Assistant or similar senior support role.
• Live within a 45‑minute commute of Wilson, NC.
• Experience with Outlook email and calendar tools.
• Exceptional written and verbal communication skills; ability to draft correspondence in an executive's voice.
• Proven experience managing complex calendars and travel logistics.
• Experience reconciling expenses and preparing expense reports.
• High level of discretion, professionalism, and sound judgment with confidential information.
• Strong proficiency with Microsoft Office / Google Workspace and standard scheduling, travel, and expense tools.
• Highly organized, self-directed, and able to operate with autonomy in a fast-paced environment.

Responsibilities

• Inbox Management: monitor, triage, and organize the President's email inbox daily; draft responses as appropriate.
• Calendar Management: own the President's calendar end-to-end; schedule, reschedule, and resolve conflicts across time zones.
• Travel Coordination: book domestic and international flights, hotels, ground transportation, and visas as needed; prepare itineraries.
• Expense Management: reconcile statements and submit expense reports per policy.
• Meeting Support: attend virtual meetings; take notes, capture actions, deliver concise summaries.
• Confidential Correspondence: draft, proofread, and manage sensitive communications.
• General Administrative Support: assist with ad hoc projects and document preparation.

Skills

Executive support

Communication skills

Discretion

Calendar management

Travel coordination

MS Office / Google Workspace

Outlook

Tools

Outlook

Microsoft Office

Google Workspace

Job description

The Executive Administrative Assistant provides high-level, confidential administrative support to the President, serving as a trusted gatekeeper and force multiplier. This role requires excellent judgment, strong written communication, and the discretion to manage sensitive correspondence and information on the President's behalf. The ideal candidate is a proactive, detail-oriented professional with a minimum of five years of executive-level administrative experience who can anticipate needs and manage competing priorities with minimal oversight.

Key Responsibilities

• Inbox Management: Monitor, triage, and organize the President's email inbox daily; flag priority items and draft/send responses on the President's behalf using established tone and judgment.
• Calendar Management: Own the President's calendar end-to-end - scheduling, rescheduling, and resolving conflicts; coordinate across multiple time zones and stakeholders.
• Travel Coordination: Book domestic and international flights, hotels, ground transportation, and visas/documentation as needed; prepare detailed itineraries.
• Expense Management: Reconcile credit card statements and receipts; prepare and submit accurate, timely expense reports in accordance with company policy.
• Meeting Support: Attend virtual meetings on the President's behalf as requested - take detailed notes/minutes, capture action items, and deliver clear, concise summaries.
• Confidential Correspondence: Draft, proofread, and manage written communications, exercising discretion with sensitive or confidential business matters.
• General Administrative Support: Assist with ad hoc projects, document preparation, and other executive support tasks as they arise.

Required Qualifications

• Minimum 5 years of experience as an Executive Assistant, Executive Administrative Assistant, or similar senior support role.
• Prefer candidates that live within a 45-minute commute of Wilson, NC.
• Experience with Outlook email and calendar tools.
• Exceptional written and verbal communication skills; comfortable drafting correspondence in an executive's voice.
• Proven experience managing complex calendars and travel logistics.
• Experience reconciling expenses and preparing expense reports.
• High level of discretion, professionalism, and sound judgment with confidential information.
• Strong proficiency with Microsoft Office / Google Workspace and standard scheduling, travel, and expense tools.
• Highly organized, self-directed, and comfortable operating with a high degree of autonomy in a fast-paced environment.

Preferred Qualifications

• Prior experience supporting a C-suite executive at a mid-size or global company.
• Experience in professional writing, including drafting emails, taking meeting minutes and producing polished summary reports.
• Some experience in leveraging AI capabilities for research and draft material creation.