Executive Administrative Assistant

Federal Hearings And Appeals•Wilkes-Barre, PA

7d•$40,000 - $45,669•Onsite

About The Position

We are looking for a highly organized, energetic, proactive Executive Administrative Assistant to support senior leadership while also helping manage day-to-day office operations. This role is ideal for someone who thrives on multitasking, enjoys variety in their workday, and takes pride in supporting management and an office running smoothly. Time will be allocated among high-level administrative support and hands-on office management, including office tasks and organizing employee events.

Requirements

3+ years of experience in an executive assistant, administrative, or office management role.
Excellent written and verbal communication skills.
Strong organizational skills with keen attention to detail.
Proficiency in Microsoft Office / Google Workspace (calendar, email, docs, spreadsheets).
Ability to juggle multiple priorities and deadlines.
Discretion when handling confidential information.

Nice To Haves

Experience managing office/building management or vendor relationships.
Event planning experience.
Familiarity with expense management tools.
Experience supporting C-level or senior executives.

Responsibilities

Manage complex calendars, scheduling meetings, and resolving time/travel conflicts.
Coordinate travel arrangements, itineraries, and expense reports.
Draft, proofread, and send correspondence, memos, and presentations on behalf of executives.
Screen calls, emails, and requests, prioritizing based on urgency and relevance.
Prepare meeting agendas, take minutes, and track follow-up action items.
Act as a liaison between executives and internal/external stakeholders.
Maintain and monitor office supply inventory; place orders and manage vendor relationships.
Track equipment, furniture, and asset inventories, ensuring accurate records.
Coordinate office maintenance requests and manage relationships with building management and service providers.
Ensure the office environment is organized, stocked, and functioning efficiently.
Manage incoming/outgoing mail and shipments.
Plan and execute employee events (holiday parties, team-building activities, birthdays, milestones, off-sites).
Coordinate logistics: venue booking, catering, budgets, invitations, and vendor coordination.
Support onboarding logistics for new hires (workstation setup, welcome materials, first-day coordination).
Assist with internal communications related to office announcements and events.
Multitask across competing priorities in a fast-paced environment.
Maintain confidentiality with sensitive information.
Support ad hoc projects and cross-functional initiatives as needed.
Identify opportunities to improve office processes and efficiency.