Executive Administrative Assistant

Jobtailor; Ankeny (IA); On-site; USD 42,000 - 64,000; Full time

Job summary

Jobtailor is seeking a skilled Executive Administrative Assistant to support senior executives in an on-site capacity in Ankeny, Iowa. The role emphasizes calendar management, document preparation, and coordinating communications with internal teams and external partners.

The ideal candidate will have 5+ years of EA experience, strong organizational and written/verbal communication skills, and proficiency in Microsoft Office.

Qualifications

• High school diploma or GED required.
• 5+ years of executive administrative assistant experience.
• Proven experience as EA/administrative assistant or similar role.
• Excellent organizational and time management skills.
• Outstanding written and verbal communication abilities.
• Proficiency in Microsoft Office Suite and other productivity tools.
• Ability to multitask and prioritize with minimal supervision.
• Discretion and confidentiality are essential.

Responsibilities

• Manage executives’ calendars, schedule meetings, appointments, and travel arrangements.
• Prepare and edit correspondence, communications, presentations, and other documents.
• Coordinate and manage executive communications, including taking calls, responding to emails, and interfacing with clients.
• Organize and maintain files, records, and documentation (physical and digital).
• Facilitate smooth communication between the executive and internal departments or external partners.
• Track and follow up on projects, action items, and deadlines.
• Arrange logistics for meetings, events, and conferences.
• Handle confidential documents ensuring they remain secure.
• Prepare reports and briefings for meetings.
• Assist with personal tasks and errands, when necessary.

Skills

Time management

Multitasking

Interpersonal communication

Written communication

Discretion

Confidentiality

Education

High School Diploma

GED

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

Job description

Responsibilities

• Manage executives’ calendars, schedule meetings, appointments, and travel arrangements
• Prepare and edit correspondence, communications, presentations, and other documents
• Coordinate and manage executive communications, including taking calls, responding to emails, and interfacing with clients
• Organize and maintain files, records, and documentation (physical and digital)
• Facilitate smooth communication between the executive and internal departments or external partners
• Track and follow up on projects, action items, and deadlines
• Arrange logistics for meetings, events, and conferences
• Handle confidential documents ensuring they remain secure
• Prepare reports and briefings for meetings
• Assist with personal tasks and errands, when necessary

Requirements

• High school diploma or GED
• 5+ years’ executive administrative assistant experience
• Proven experience as an executive assistant, administrative assistant, or similar role
• Excellent organizational and time management skills
• Outstanding written and verbal communication abilities
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other productivity tools
• Ability to multitask and prioritize tasks with minimal supervision
• Discretion and confidentiality are essential

Core Competencies

Demonstrates expertise in managing executive calendars, coordinating communications, and organizing documentation while ensuring confidentiality and discretion. Proficient in multitasking and prioritizing tasks to support executive operations effectively.

Hard Skills

• Calendar Management
• Document Preparation
• Project Tracking
• Logistics Coordination
• File Organization

Soft Skills

• Time Management
• Multitasking
• Interpersonal Communication

Certifications & Qualifications

• High School Diploma
• GED

Industry Keywords

• Executive Support
• Administrative Assistance
• Confidential Document Handling

Tools & Technologies

• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• Microsoft Outlook