Executive Administrative Assistant

Helpware; Wilson, Northern (NC, KY); On-site; USD 65,000 - 85,000; Full time

Job summary

Helpware seeks an Executive Administrative Assistant to provide high-level, confidential support to the President in Wilson, NC. The ideal candidate has at least five years of executive-level experience, excellent judgment, and strong written communication.

You will manage inbox and calendar, coordinate travel, prepare expense reports, take meeting minutes, and handle confidential correspondence with discretion in a fast-paced, autonomous environment.

Qualifications

• Minimum 5 years of executive-level administrative experience.
• Ability to manage confidential information with discretion.
• Excellent written and verbal communication; draft executive communications.
• Experience with Outlook email and calendar tools.
• Ability to prioritize and multitask in a fast-paced environment.
• Residence within reasonable commuting distance to Wilson, NC preferred.

Responsibilities

• Inbox management: triage and draft responses for the President.
• Calendar management: maintain an end-to-end schedule across time zones.
• Travel coordination: arrange domestic and international travel and visas.
• Expense management: reconcile statements and prepare expense reports.
• Meeting support: take notes and deliver action items and summaries.
• Confidential correspondence: draft and review sensitive communications.
• General admin: support ad hoc projects and document preparation.

Skills

Executive support experience

Strong written communication

Outlook/calendar management

Travel logistics

Discretion/confidentiality

Autonomy / minimal oversight

Tools

Outlook

Google Workspace

Microsoft Office

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.