Executive Administrative Assistant

Brooksource; Charlotte (NC); Hybrid; USD 60,000 - 80,000; Full time

Job summary

A leading financial services company seeks an experienced Executive Administrator to provide high-level administrative support to senior leaders. In this hybrid role, you will manage complex calendars, coordinate meetings, and handle sensitive information. The ideal candidate should have over 3 years of experience, excellent communication skills, and proficiency in Microsoft Office. This position demands a proactive approach to manage competing priorities and support executive functions effectively.

Qualifications

• 3+ years of experience supporting senior-level executives in a corporate environment.
• High level of professionalism, integrity, and discretion.
• Ability to work independently while managing competing priorities.

Responsibilities

• Provide direct administrative support to senior leaders.
• Serve as a key point of contact between executives and teams.
• Plan and support leadership meetings and offsite events.
• Assist with tracking budgets and documents.

Skills

Strong organizational skills

Excellent communication abilities

Multitasking skills

Proficiency in Microsoft Office

Job description

Our leading financial client is seeking an experienced Executive Administrator to provide high‑level administrative and operational support to senior leaders. This hybrid role will partner closely with executives and their teams to ensure seamless day‑to‑day operations, effective communication, and strong organizational support in a fast‑paced, highly collaborative environment.

The ideal candidate is proactive, detail‑oriented, and trusted to handle sensitive information with professionalism and discretion.

Key Responsibilities

Executive & Administrative Support

• Provide direct administrative support to senior leaders, including complex calendar management and meeting coordination
• Manage scheduling across multiple stakeholders, time zones, and priorities
• Prepare executives for meetings by organizing agendas, materials, and follow‑ups
• Coordinate domestic travel arrangements and expense reporting

Communication & Coordination

• Serve as a key point of contact between executives, internal teams, and external partners
• Draft, edit, and proofread executive‑level communications and correspondence
• Screen and prioritize emails, messages, and requests on behalf of leadership
• Handle confidential and sensitive information with discretion and sound judgment

Meetings & Event Management

• Plan and support leadership meetings, town halls, and offsite events
• Take detailed meeting notes, track action items, and follow up to ensure completion
• Coordinate logistics such as meeting rooms, technology, and materials

Operational & Project Support

• Assist with tracking budgets, invoices, and purchase orders as needed
• Support onboarding and offboarding logistics for team members
• Maintain organized records, files, and documentation
• Assist with special projects, presentations, and reporting initiatives

Collaboration & Process Improvement

• Partner closely with executive leadership, business partners, and administrative peers
• Identify opportunities to improve administrative processes and workflows
• Act as a trusted extension of the leadership team

Required Qualifications

• 3+ years of experience supporting senior‑level executives in a corporate environment
• Strong organizational, time‑management, and multitasking skills
• Excellent written and verbal communication abilities
• High level of professionalism, integrity, and discretion
• Proficiency in Microsoft Office and collaboration tools
• Ability to work independently while managing competing priorities

Preferred Qualifications

• Background in financial services, banking, or a regulated environment
• Comfort working in a hybrid work setting
• Strong problem‑solving and proactive mindset

What Success Looks Like

• Executives are well‑prepared, organized, and supported
• Meetings, communications, and workflows run efficiently
• Competing priorities are managed seamlessly
• Strong internal relationships built across teams and leadership levels