Executive Support Specialist

5 days ago


Raleigh, North Carolina, United States On Location Full time
About the Role

We are seeking a highly organized and proactive Executive Assistant to support our Senior Executives in their daily operations. The ideal candidate will have excellent time management skills, attention to detail, and the ability to work under pressure in a fast-paced environment.

Key Responsibilities
  • Calendar Management: Manage Senior Executive's calendar, including scheduling, confirming meetings and conference calls, and updating itineraries.
  • Travel Coordination: Arrange comprehensive international travel plans by coordinating all logistics, including booking flights, making restaurant reservations, and organizing transportation.
  • Logistics and Hospitality: Coordinate logistics for executive visitors, including booking meeting rooms and handling hospitality needs.
  • Meeting Support: Collaborate with the global team and other executives to take detailed meeting notes, capture action items, and ensure tracking and completion of deliverables with team members.
  • Expense Management: Handle expense reports, authorizations, and approvals in accordance with company policies and procedures.
  • Communication: Screen incoming requests and correspondence, prioritize based on urgency, and liaise with internal and external stakeholders, including clients and business associates.
  • Document Management: Maintain organized filing system to ensure efficient document management.
  • Research and Analysis: Gather, compile, and analyze information for letters, reports, presentations, and other executive communications.
  • Special Projects: Support special projects as needed.
Requirements
  • Bachelor's Degree
  • Excellent organizational and time management skills, with attention to detail
  • Strong written and verbal communication skills, including drafting messages, note-taking, action item tracking, and follow-through
  • Ability to work under pressure in a dynamic, fast-paced environment
  • Quick learner with the ability to adapt to new tasks, systems, and changing priorities
  • High level of discretion in handling confidential information
  • This role requires travel and flexibility to adjust to changing plans as needed
Preferred Qualifications
  • Previous relevant administrative experience is strongly recommended
  • Strong interpersonal skills and ability to build rapport quickly
  • Proven experience in managing multiple tasks and meeting deadlines with accuracy
  • A proactive, customer service-oriented mindset, with a strong sense of teamwork
  • Demonstrated professionalism and strong professional etiquette
  • Ability to adjust to changing priorities and schedules with ease


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