Executive Administrative Assistant

Helpware Inc; United States; On-site; USD 60,000 - 90,000; Full time

Job summary

Helpware Inc. is seeking an Executive Administrative Assistant to provide high-level, confidential support to the President. The role requires a proactive, detail-oriented professional with at least five years of executive-level experience and the ability to anticipate needs with minimal oversight.

Strong written communication and cross-time-zone calendar coordination are essential. Ideal candidates reside within a 45-minute commute of Wilson, NC, and are proficient with Outlook and Google

Qualifications

• Minimum 5 years of executive-level administrative experience.
• Residence within a 45-minute commute of Wilson, NC.
• Strong written and verbal communication in an executive voice.
• Proven ability to manage complex calendars and travel logistics.
• Experience reconciling expenses and preparing expense reports.
• High level of discretion and professionalism with confidential information.
• Proficiency with Microsoft Office and Google Workspace.

Responsibilities

• Inbox management: triage and draft responses for the President.
• Calendar end-to-end management across multiple time zones.
• Coordinate domestic and international travel and visas; prepare itineraries.
• Reconcile statements and submit accurate expense reports.
• Attend meetings, take notes, and deliver action-item summaries.
• Draft and proofread confidential correspondence.
• Provide general administrative support for ad hoc projects.

Skills

Executive support

Written communication

Discretion

Calendar management

Travel logistics

Outlook proficiency

Google Workspace

Autonomy

Tools

Microsoft Office

Outlook

Job description

Position Summary

The Executive Administrative Assistant provides high-level, confidential administrative support to the President, serving as a trusted gatekeeper and force multiplier. This role requires excellent judgment, strong written communication, and the discretion to manage sensitive correspondence and information on the President's behalf. The ideal candidate is a proactive, detail-oriented professional with a minimum of five years of executive-level administrative experience who can anticipate needs and manage competing priorities with minimal oversight.

Key Responsibilities

• Inbox Management: Monitor, triage, and organize the President's email inbox daily; flag priority items and draft/send responses on the President's behalf using established tone and judgment.
• Calendar Management: Own the President's calendar end-to-end - scheduling, rescheduling, and resolving conflicts; coordinate across multiple time zones and stakeholders.
• Travel Coordination: Book domestic and international flights, hotels, ground transportation, and visas/documentation as needed; prepare detailed itineraries.
• Expense Management: Reconcile credit card statements and receipts; prepare and submit accurate, timely expense reports in accordance with company policy.
• Meeting Support: Attend virtual meetings on the President's behalf as requested - take detailed notes/minutes, capture action items, and deliver clear, concise summaries.
• Confidential Correspondence: Draft, proofread, and manage written communications, exercising discretion with sensitive or confidential business matters.
• General Administrative Support: Assist with ad hoc projects, document preparation, and other executive support tasks as they arise.

Required Qualifications

• Minimum 5 years of experience as an Executive Assistant, Executive Administrative Assistant, or similar senior support role.
• Prefer candidates that live within a 45-minute commute of Wilson, NC.
• Experience with Outlook email and calendar tools.
• Exceptional written and verbal communication skills; comfortable drafting correspondence in an executive's voice.
• Proven experience managing complex calendars and travel logistics.
• Experience reconciling expenses and preparing expense reports.
• High level of discretion, professionalism, and sound judgment with confidential information.
• Strong proficiency with Microsoft Office / Google Workspace and standard scheduling, travel, and expense tools.
• Highly organized, self-directed, and comfortable operating with a high degree of autonomy in a fast-paced environment.

Preferred Qualifications

• Prior experience supporting a C-suite executive at a mid-size or global company.
• Experience in professional writing, including drafting emails, taking meeting minutes and producing polished summary reports.
• Some experience in leveraging AI capabilities for research and draft material creation.