Executive Administrative Assistant

Indotronix Avani Group; Farmington (CT); On-site; USD 34,000 - 49,000; Full time

Job summary

Indotronix Avani Group in Farmington, CT is seeking an Executive Administrative Assistant to support a C-Suite leader in Human Resources. The role requires a proactive, detail‑oriented professional who can manage confidential information with discretion.

You will handle calendar management, travel coordination, expense reporting, meeting preparation, and create leadership presentations. Proficiency in Microsoft Office and virtual conferencing is essential; on-site work weekdays.

Qualifications

• Associate's degree and prior administrative experience supporting executives.
• Familiar with digital collaboration tools and video conferencing platforms.
• Proficient with Microsoft Office (PowerPoint, Excel, Outlook).
• Onsite work Monday–Friday in Farmington, CT.

Responsibilities

• Manage complex executive calendars and priorities.
• Coordinate domestic and international travel logistics.
• Process expense reports in accordance with policies.
• Prepare for meetings: book rooms, escort visitors, print materials, connect Zoom.
• Prepare documents and leadership presentations as needed.
• Maintain department files, contacts, and org charts.
• Attend executive staff meetings and distribute action items.
• Build collaborative relationships with administrative staff.
• Provide timely, discrete communications and answers.
• Handle confidential information with discretion and professionalism.

Skills

Calendar management

Travel scheduling

Expense reports

Meeting preparation

Presentations

Docs management

Meeting minutes

Confidentiality

MS Office

Video conferencing

Education

Associate degree

Tools

Microsoft Office Suite

Zoom

Video conferencing

Job description

Title: Executive Administrative Assistant

Duration: 12+ Months

Rate: $30/hr on W2

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.

What You Will Do

• 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

Qualifications You Must Have

• Typically requires an associate’s degree and prior experience in an Administrative Assistant role, supporting Executives.
• 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