Executive Assistant

Jobtailor; California (MO); On-site; USD 70,000 - 110,000; Full time

Job summary

Jobtailor is seeking an experienced executive assistant to support top executives. You will manage calendars, coordinate complex travel, prepare presentations, and handle confidential information with discretion.

Responsibilities include dashboarding reports, drafting communications, and acting as a liaison with internal and external stakeholders. The role requires 8+ years of senior admin experience and advanced software skills.

Qualifications

• High School Diploma or GED or equivalent work experience.
• 8+ years of related senior administrative support experience.
• Experience with executive calendar and travel management.
• Proficiency with Google Workspace and SAP Concur.
• Strong organizational and communication skills.

Responsibilities

• Provides advanced administrative support to upper-level executives.
• Maintains records, compiles reports, and prepares expense reports and presentations.
• Owns executive calendars, schedules meetings, and prepares agendas; takes minutes.
• Screens and drafts responses to executive calls and emails.
• Manages international travel, visas, budgets, and emergencies.
• Handles confidential information with discretion.
• Generates reports and insights for leadership presentations.
• Acts as primary contact for executives and internal/external stakeholders.
• Coordinates work across departments and supervises junior staff.

Skills

Administrative Support

Calendar Management

Travel Arrangements

Expense Reports

Taking Meeting Minutes

Event Planning

Invoicing

Proofreading

Workflow Management

Customer Relationship Management

Effective Communication

Results Orientation

Learning Agility

Digital Fluency

Customer Centricity

Education

High School Diploma/GED/Higher Secondary education or commensurate work experience

8+ years of related work experience in senior admin support

Tools

Google Workspace

Microsoft SharePoint

SAP Concur

Job description

Provides advanced tactical and strategic administrative support to upper-level executives
Maintains key records, compiles report data, prepares expense reports, and prepares/edits executive presentations
Owns executives' calendars, schedules complex meetings, manages conflicts, prioritizes appointments, prepares agendas, takes minutes, and follows up on action items
Screens and prioritizes executive phone calls and emails and drafts responses
Manages executive travel, including international trips, visa applications, travel budgets, and last-minute changes or emergencies
Handles sensitive and confidential information
Generates statistical and analytic reports and prepares presentations with relevant insights
Serves as a primary point of contact for executives and internal/external stakeholders
Coordinates administrative work across departments, divisions, and companies
Supervises entry-level executive assistants or administrative support staff

Requirements

• High School Diploma/General Education Diploma (GED)/Higher Secondary education or commensurate work experience or demonstrated competence
• Typically has 8+ years of related work experience, preferably in senior/advanced general administrative support, office services, or a related field
• Administrative Support
• Booking (Sales)
• Calendar Management
• Customer Relationship Management
• Event Planning
• Executive Information Systems
• Expense Reports
• Google Workspace
• Invoicing
• Microsoft SharePoint
• Office Equipment
• Office Management
• Office Supply Management
• Organizational Charts
• Proofreading
• Purchasing
• SAP Concur (Travel And Invoice Software)
• Taking Meeting Minutes
• Travel Arrangements
• Workflow Management
• Effective Communication
• Results Orientation
• Learning Agility
• Digital Fluency
• Customer Centricity

Core Competencies

Demonstrates extensive experience in providing advanced administrative support to executives, including calendar management, travel arrangements, and expense reporting. Proficient in utilizing tools such as Google Workspace and SAP Concur to enhance organizational efficiency and communication.

Highest-signal resume keywords

• Calendar Management
• Travel Arrangements
• Expense Reports
• Effective Communication
• Administrative Support

ATS Optimization Keywords

Hard Skills

• Administrative Support
• Calendar Management
• Expense Reports
• Travel Arrangements
• Event Planning
• Invoicing
• Proofreading
• Workflow Management
• Organizational Charts
• Customer Relationship Management

Soft Skills

• Effective Communication
• Results Orientation
• Learning Agility
• Customer Centricity

Industry Keywords

• Executive Information Systems
• Office Management
• Office Supply Management
• Booking
• Taking Meeting Minutes

Tools & Technologies

• Google Workspace
• Microsoft SharePoint
• SAP Concur
• Office Equipment