Executive Administrative Assistant
IntelliPro Group Inc.•New York, NY
•$35 - $39
About The Position
We are seeking an experienced Executive Administrative Assistant II to support a senior C-level executive (CDMO) in a fast-paced, dynamic environment. This role requires exceptional organizational skills, strong communication abilities, and the capability to manage multiple priorities simultaneously. The ideal candidate will act as a key liaison across internal teams and external partners while ensuring seamless administrative and operational support.
Requirements
- Bachelor’s Degree required
- 5+ years of executive administrative experience, preferably supporting C-suite executives
- Proficiency in Microsoft Office (Teams, Outlook, OneDrive, Word, Excel, PowerPoint) and SAP Concur
- Strong written and verbal communication skills
- Excellent interpersonal skills with the ability to work across diverse teams and stakeholders
- Ability to work independently with strong judgment and discretion
- Strong multitasking and prioritization skills in a fast-paced environment
- High level of professionalism and confidentiality handling
- Strong attention to detail and critical thinking abilities
- Ability to follow up persistently and ensure timely delivery of materials
- Proactive, resourceful, and solution-oriented mindset
Nice To Haves
- French language skills are a plus
Responsibilities
- Manage complex and frequently changing calendars for internal and external meetings
- Serve as the primary point of contact for the CDMO leadership communications
- Draft correspondence, memos, agendas, and presentation materials
- Track project milestones and support departmental business functions
- Coordinate with internal executives, teams, and external media partners across time zones
- Handle travel arrangements (including international travel) and expense reporting
- Manage department T&E and prepare monthly pacing reports
- Anticipate executive needs and proactively resolve issues
- Coordinate logistics for meetings and events (onsite and remote), including agendas, scheduling, and technical setup
- Partner with IT for video conferencing and system requirements
- Arrange catering, supplies, and meeting spaces
- Plan team meetings, offsites, and employee engagement events
- Manage visitor logistics, including scheduling, greeting, and escorting
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What This Job Offers
Career Level
Executive
