Executive Administrative Assistant

Talentify; Farmington (CT); On-site; USD 48,000 - 70,000; Full time

Benefits offered by this job

Medical

Dental

401k

Short-term disability

AD&D

Tuition reimbursement

and more

Job summary

Talentify is seeking an Executive Administrative Assistant to support a C-Suite leader in Human Resources. The ideal candidate is a self-starter who can manage complex schedules, travel, and confidential information with professionalism and discretion.

The role emphasizes strong time management, organization, and attention to detail in a collaborative, onsite environment in Farmington, CT.

Qualifications

• Typically requires an associate's degree and prior experience in an Administrative Assistant role, supporting Executives.
• Bachelor's Degree and 8 years of prior work experience preferred.

Responsibilities

• Manage executive calendars and scheduling; resolve conflicts efficiently.
• Coordinate travel (domestic and international) and related documents.
• Process expense reports in line with policies and procedures.
• Prepare for meetings: book rooms, escort visitors, print materials, set up Zoom, arrange catering.
• Prepare documents and presentations for leadership as needed.
• Maintain department files, contact lists and organizational charts.
• Attend executive staff meetings, take minutes and distribute action items.
• Develop collaborative relationships with administrative staff organization-wide.
• Handle confidential information with discretion and professionalism.

Skills

Time management

Organization

Attention to detail

Calendar management

Education

Associate degree

Bachelor's degree + 8 years experience preferred

Tools

Microsoft Office Suite

Video conferencing platforms

Job description

Job Description

• Executive Administrative Assistant to support a C-Suite senior leader in the Human Resources function.
• The successful candidate will be a self-starter with the ability to make important office decisions while working in a highly collaborative, and versatile environment handling an array of assignments and responsibilities.
• Exceptional focus on time management, organization and attention to details are critical.

Responsibilities

• Effective calendar management - managing complex executive schedules, understanding priorities, scheduling meetings, and resolving conflicts effectively and efficiently
• Scheduling all aspects of travel (domestic and international) - available off hours as needed - ensure all necessary documents and processes are followed in advance of the trip
• Accurately processing expense reports with timely submission in accordance with all policies and procedures
• Prepare for meetings - includes booking conference room, escorting visitors, printing materials, connecting Zoom calls and organizing catering as needed
• Preparing documents and presentations for leadership, as needed
• Maintaining accurate team documents such as department files, correspondence, contact lists and organizational charts.
• Attending executive staff meetings, taking meeting minutes and distributing action items to attendees.
• Develop collaborative relationships with administrative staff within the organization
• Resourceful in getting answers to questions and communicating them effectively
• The ability to handle confidential information with maturity, discretion, and a high degree of professionalism is paramount

Requirements

• Familiarity with digital collaboration tools and video/virtual conferencing platforms.
• Tech savvy - proficient with Microsoft office suite (PowerPoint, Excel, Outlook).
• Must be willing to work onsite, Monday through Friday, in Farmington, CT

Preferred

• Experience with another large organization supporting a senior level leader
• Ability to navigate across broader organization
• Follows directions thoroughly and maintains confidentiality of any company sensitive information
• Self-motivated team player with desire and drive to learn and grow
• Operate efficiently, learn, adapt quickly and lean forward
• Outstanding interpersonal skills, both verbal and written
• Excellent prioritization and organizational skills
• Problem-solver with sound business judgment
• Collaborate effectively with all team members
• Forward thinker with proactive mindset and attention to detail

Education

• Typically requires an associate's degree and prior experience in an Administrative Assistant role, supporting Executives.
• Bachelor's Degree and 8 years of prior work experience preferred.

We offer attractive, competitive compensation and benefits including,

• medical
• dental
• 401k
• short-term disability
• AD&D
• tuition reimbursement
• and more

Zobility is RGBSI's workforce management and staffing division. RGBSI is a multi-national corporation headquartered in Troy, MI with branches throughout the USA, Canada, Germany, and India.