Overview
Executive Administrative Assistant Jobs in United States at IFG – International Financial Group
Title: Executive Administrative Assistant
Company: IFG – International Financial Group
Location: United States
Job Title: Executive Administrator
Location: Remote (EST Time Zone Preferred)
Duration: Contract Opportunity
About the Role
We are seeking an experienced Executive Administrator to provide high-level administrative and operational support to senior leadership within a fast-paced technology environment. This role requires a proactive professional who can manage competing priorities, anticipate business needs, and serve as a trusted partner to executives and stakeholders.
The ideal candidate will have extensive experience supporting executive-level leaders, managing complex calendars, coordinating travel and expenses, and driving operational excellence across multiple teams.
Key Responsibilities
Executive Support & Calendar Management
- Manage complex executive calendars, ensuring strategic prioritization of meetings and efficient use of executive time.
- Coordinate scheduling across senior leadership, customers, partners, and internal stakeholders.
- Anticipate scheduling conflicts and proactively resolve issues.
- Support meeting logistics, agendas, communications, and coordination activities.
Travel & Expense Management
- Coordinate domestic and international travel arrangements, including itineraries and accommodations.
- Process and reconcile executive expense reports accurately and in a timely manner.
- Ensure compliance with company travel and expense policies.
- Support shipping and logistics activities as needed.
Operational & Organizational Support
- Assist with purchase order creation, procurement requests, and vendor coordination.
- Support employee onboarding activities, including equipment requests, asset tracking, and access coordination.
- Maintain distribution lists, headcount tracking, and organizational updates.
- Coordinate team meetings, offsites, morale events, and organizational activities.
- Partner with business operations and cross-functional teams to support daily business needs.
Administrative Excellence
- Prepare reports, presentations, correspondence, and business documents.
- Maintain records and documentation while ensuring confidentiality.
- Monitor administrative processes and identify opportunities for improvement.
- Serve as a trusted advisor by exercising sound judgment, professionalism, and discretion.
Required Qualifications
- 8+ years of experience providing administrative support to senior leaders, preferably at the General Manager, Vice President, or executive level.
- Proven experience managing multiple executive calendars simultaneously.
- Experience processing executive expenses and coordinating travel logistics.
- Experience supporting procurement, purchase orders, shipping, or operational activities.
- Strong proficiency with Microsoft Office Suite, including Outlook, Excel, PowerPoint, and Word.
- Excellent written and verbal communication skills.
- Strong organizational, multitasking, and prioritization abilities.
- Ability to work independently and manage competing priorities in a fast-paced environment.
- Demonstrated ability to maintain confidentiality and exercise sound judgment.
- Experience supporting technology organizations or large corporate environments.
- Proven ability to anticipate business needs, solve problems proactively, and navigate ambiguity.
Preferred Qualifications
- Experience supporting senior executives, General Managers, Vice Presidents, or C-suite leaders.
- Experience supporting multiple managers and teams simultaneously.
- Previous experience within a large technology organization.
What We're Looking For
- Exceptional attention to detail and organizational skills.
- Strong relationship-building and communication abilities.
- A proactive, solutions-oriented mindset.
- Ability to thrive in a dynamic and fast-changing environment.
- Professionalism, integrity, and discretion when handling sensitive information.
