Executive Administrative Assistant

Talentify; Stamford (CT); On-site; USD 34,000 - 48,000; Full time

Job summary

Talentify in Stamford, CT is seeking an Executive Admin Assistant to support five executives with calendar management, travel planning, and project coordination for a 4+ month engagement. The role requires exceptional written and verbal communication, strong organizational skills, and proficiency in Microsoft Office.

You will prepare reports, coordinate with internal/external partners, and handle confidential information with discretion.

Qualifications

• Bachelor's degree or equivalent combination of education and experience.
• 2–3 years of project or program management experience.
• 2–3 years of administrative or executive support experience.

Responsibilities

• Manage and coordinate calendars, schedules, meetings, travel for five executives.
• Coordinate with stakeholders to organize major projects and initiatives.
• Handle multiple projects with deadlines and deliverables.
• Support events planning, including logistics and staffing.
• Prepare complex documents and presentations using MS Office.
• Track progress, prepare updates, and assist with reporting outcomes.
• Coordinate procurement and ordering of supplies and services.
• Prepare executives for business travel and speaking engagements.
• Assist with executive communications and confidential information.

Skills

Excellent communication

Organizational skills

Project management

Priority management

Discretion with confidential info

Independent work

Analytical skills

MS Office proficiency

Presentation & writing

Education

Bachelor's degree or equivalent

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

Job description

Title - Executive Admin Assistant
Duration - 4+ months
Location - Stamford, CT

Key Responsibilities

• Manage and coordinate calendars, schedules, meetings, travel arrangements, and other administrative needs for five executives.
• Coordinate with internal and external stakeholders to organize and execute major projects and initiatives.
• Manage multiple projects and priorities simultaneously while ensuring deadlines and deliverables are met.
• Support planning and coordination of corporate and community events, including attendees, communications, equipment, staffing, catering, and logistics.
• Prepare, organize, format, and proofread complex documents, reports, presentations, and other executive materials using Microsoft Word, Excel, PowerPoint, and Outlook.
• Track project progress, prepare updates, and assist with reporting project outcomes.
• Coordinate executive administrative activities, including purchasing, procurement, agreement maintenance, and ordering supplies and services.
• Prepare executives for business travel, public events, and speaking engagements by compiling relevant information and developing supporting materials.
• Assist with presentations, speeches, correspondence, and other executive communications.
• Handle confidential and sensitive information with professionalism and discretion.
• Coordinate communications with internal teams, external partners, and other stakeholders.
• Identify administrative needs, resolve issues, and independently complete assignments with minimal supervision.
• Support special projects and other duties as assigned.

Required Skills and Abilities

• Excellent written and verbal communication skills with the ability to communicate professionally with all levels of an organization.
• Strong organizational, project management, and coordination skills.
• Ability to prioritize and manage multiple projects and tasks in a fast-paced environment.
• Strong judgment, problem-solving, and decision-making abilities.
• Ability to handle confidential information with discretion.
• Self-motivated and proactive with the ability to work independently.
• Strong analytical, presentation, writing, and data visualization skills.
• Advanced proficiency with Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
• Ability and willingness to quickly learn new software applications and technologies.
• Strong attention to detail and accuracy.

Education

• Bachelor's degree or equivalent combination of education and experience.

Experience

• 2–3 years of project or program management experience.
• 2–3 years of administrative or executive support experience.