Executive Administrative Assistant 3

WMI, Inc.; United States; Remote; USD 50,000 - 80,000; Full time

Job summary

An established industry player is seeking a skilled Executive Administrative Assistant to provide high-level administrative support to senior leaders. This role offers a unique opportunity to manage complex schedules, prepare vital documents, and contribute to the efficiency of a dynamic engineering team. With exposure to strategic planning and stakeholder management, you will play a key role in ensuring smooth operations within a global learning organization. If you thrive in a fast-paced environment and enjoy working closely with executives, this position is perfect for you!

Qualifications

• 5-7 years experience required with executive calendar management.
• Ability to deal with ambiguity and manage time effectively.

Responsibilities

• Perform general office duties and maintain records management systems.
• Prepare invoices, reports, and financial statements.
• Manage calendars for senior leaders and support communications.

Skills

Verbal and written communication skills

Multi-tasking

Customer service skills

Interpersonal skills

Time management

Organizational skills

Basic mentoring skills

Experience with Microsoft Word

Experience with Microsoft Excel

Experience with Microsoft PowerPoint

Education

High school diploma or GED

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

Job Type: Business Support and Administrative

Posted: Friday, May 2, 2025

Job Description

The main function of an Executive Administrative Assistant is to provide high-level administrative support by conducting research, handling information requests and performing clerical functions. A typical administrative assistant acts as information and communication managers for an office.

Job Responsibilities:
• Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.
• Prepare invoices, reports, memos, letters, financial statements, and other documents.
• File and retrieve corporate documents, records, and reports.
• Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
• Prepare agendas and make arrangements for committee, board and other meetings.

Skills:
• Verbal and written communication skills, multi-tasking, customer service skills and interpersonal skills.
• Ability to work independently and manage one’s time.
• Ability to keep information organized and confidential.
• Basic mentoring skills necessary to provide support and constructive performance feedback.
• Previous experience with computer applications, such as Microsoft Word, Excel and PowerPoint.

Education/Experience:
• High school diploma or GED required.
• 5-7 years experience required.
• Experience working with executives highly preferred.

Job Requirements

Years of Experience Required:
Minimum 3 years overall experience in the field.
Degrees or certifications required:
No specific degree is required to be eligible for this role.
Disqualifiers:
Candidates with extremely short tenure in roles (e.g., two weeks here, two weeks there) will not be eligible for the role.
Best vs. Average:
The ideal resume would contain:
• Experience in executive calendar management
• Ability to deal with ambiguity
• Experience in an engineering team
• Experience with MCAPS on the corporate side
Performance Indicators:
Performance will be assessed based on:
• Accuracy in calendar management
• Meeting deadlines
• Feedback from leaders

1. Minimum 3 years experience with executive calendar management
2. Minimum 3 years experience with dealing with ambiguity
3. Minimum 3 years experience in an engineering team

Typical Day in the Role

This role will contribute to providing unified administrative support to four senior leaders within the learning product group, managing their calendars, and supporting day-to-day rhythms.
Key projects:
Typical task breakdown and operating rhythm:
The role will consist of:
• 50-60% scheduling on calendars
• 10-15% supporting communications
• 10% expense management
• Remaining time on organizational support tasks such as planning meetings and town halls

Duration

6/30/2025

Desired Start Date

5/12/2025

40

Candidate Value Proposition

What makes this role interesting?
This role provides the opportunity to work closely with senior leaders, manage complex schedules, and contribute to the smooth operation of a dynamic engineering team.
Unique Selling Points:
• Opportunity to work in a high-impact role within a global learning organization
• Exposure to strategic planning and stakeholder management

I am currently located in the United States.

You can email your Resume/CV to [e-mail] with the subject Executive Administrative Assistant 3 - 152563-1.