Torchora
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Key Responsibilities and Required Skills for Executive Admin Assistant

💰 $75,000 - $110,000

AdministrativeCorporateExecutive Support

🎯 Role Definition

This role requires a world-class Executive Admin Assistant to become the right hand to our senior leadership team. This isn't just about managing calendars; it's about being a strategic force multiplier. You will act as a gatekeeper, a project coordinator, and a trusted confidant, ensuring our executives can focus on driving the business forward. The ideal candidate is a master of organization and foresight, capable of anticipating needs and solving problems before they arise. You will be at the heart of our operations, interfacing with key stakeholders and handling highly confidential information with the utmost discretion.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Administrative Assistant
  • Office Manager
  • Personal Assistant

Advancement To:

  • Chief of Staff
  • Senior Executive Assistant
  • Executive Operations Manager

Lateral Moves:

  • Project Coordinator
  • Event Manager
  • HR Coordinator

Core Responsibilities

Primary Functions

  • Provide sophisticated and proactive calendar management for C-suite executives, navigating complex scheduling priorities and resolving conflicts with diplomacy and intelligence.
  • Act as the primary point of contact and gatekeeper, judiciously managing the executive's time and accessibility by screening calls, visitors, and correspondence.
  • Coordinate intricate domestic and international travel arrangements, including flights, accommodations, ground transportation, and detailed itineraries that account for time zones and potential disruptions.
  • Prepare, reconcile, and submit complex expense reports in a timely manner using platforms like Concur, ensuring 100% compliance with company policies.
  • Organize and orchestrate high-level meetings, including board meetings, leadership off-sites, and all-hands events, managing everything from agenda creation and material distribution to catering and A/V logistics.
  • Prepare and polish confidential correspondence, reports, presentations, and other critical documents, demonstrating exceptional attention to detail and a strong command of business communication.
  • Serve as a key liaison between the executive office, board members, internal departments, and external partners, fostering strong professional relationships and ensuring seamless communication.
  • Manage and execute special projects as assigned by the executive, requiring independent research, data collection, and project coordination from conception to completion.
  • Anticipate the executive's needs and proactively bring together appropriate people and resources to support their objectives and address issues before they escalate.
  • Maintain an organized system of tracking, monitoring, and prioritizing tasks and projects to ensure all deadlines and commitments are successfully met.
  • Handle highly sensitive and confidential information related to financials, M&A activity, and personnel with the utmost discretion and integrity.
  • Draft, proofread, and edit internal and external communications on behalf of the executive, ensuring a consistent and professional tone of voice.
  • Plan and execute team-building events and morale-boosting activities for the executive's department, managing budgets and vendor relationships from start to finish.
  • Assist in the onboarding of new senior-level staff members, coordinating schedules and ensuring they have the necessary resources for a smooth and successful integration.
  • Manage the flow of information, resolving routine and complex inquiries to conserve the executive's time and enhance their overall productivity.
  • Prepare executives for upcoming meetings by compiling comprehensive briefing materials, conducting preliminary research, and ensuring they have all necessary context and documentation.
  • Process and manage invoices, purchase orders, and contracts, meticulously tracking departmental budgets and flagging potential overages to the executive.
  • Develop and maintain a comprehensive understanding of the organization's structure, key personnel, and policies to effectively navigate internal processes and advocate for the executive.
  • Champion and implement new administrative technologies and processes to improve efficiency and workflow within the executive support function.
  • Attend key leadership meetings to capture detailed minutes, track critical action items, and ensure timely follow-up by all relevant stakeholders.
  • Create and maintain sophisticated filing systems, both digital and physical, for easy retrieval of critical information and historical records.
  • Coordinate with IT and facilities departments to proactively resolve any technical or office-related issues affecting the executive or their team.

Secondary Functions

  • Provide backup administrative support for other executives during absences or high-volume periods.
  • Mentor and provide guidance to junior administrative staff within the organization.
  • Assist the facilities or office management team with larger office-wide initiatives and event planning.
  • Participate in internal committees or culture-building initiatives to contribute to a positive workplace environment.

Required Skills & Competencies

Hard Skills (Technical)

  • Expert proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams).
  • Advanced knowledge of Google Workspace (Gmail, Calendar, Docs, Sheets, Slides).
  • Extensive experience with travel and expense management software (e.g., Concur, TripActions).
  • Proficiency with collaboration and project management tools (e.g., Slack, Asana, Trello, Monday.com).
  • Mastery of video conferencing platforms (e.g., Zoom, Webex, Google Meet) and their advanced features.
  • Experience with CRM systems (e.g., Salesforce) is a strong plus.
  • Strong typing skills (65+ WPM) for rapid and accurate document creation.
  • Experience with document management and intranet platforms (e.g., SharePoint, Confluence).
  • Ability to create high-quality, visually appealing presentations and business-critical reports.
  • Notary Public certification is highly desirable.

Soft Skills

  • Exceptional Discretion and Confidentiality
  • Proactive, Predictive, and Forward-Thinking Mindset
  • Impeccable Organizational and Time Management Skills
  • Superior Written, Verbal, and Interpersonal Communication
  • Advanced Problem-Solving and Critical Thinking Abilities
  • High Emotional Intelligence and Political Savvy
  • Adaptability and Grace Under Pressure
  • Unwavering Attention to Detail and Accuracy
  • Resourcefulness and a "Figure It Out" Attitude
  • Strong Independent Judgment and Decision-Making

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or GED.

Preferred Education:

  • Bachelor's Degree.

Relevant Fields of Study:

  • Business Administration
  • Communications
  • Hospitality Management

Experience Requirements

Typical Experience Range:

  • 5-10+ years of progressive administrative or executive support experience.

Preferred:

  • A minimum of 3-5 years of direct experience supporting C-level executives (CEO, COO, CFO) in a fast-paced, dynamic corporate environment is strongly preferred. Experience in tech, finance, or a publicly traded company is a significant asset.
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