Executive Assistant - NADC
About The Position
The Executive Assistant supports the executive team, the local operating team as directed, and visitors to the NADC. As a primary representative of the site’s professional culture, this role provides strategic and confidential administrative support to help the team function smoothly and maximize productivity. The position calls for initiative, a solution-oriented approach, and a commitment to continuous improvement. The Executive Assistant manages executive schedules, communications, travel, meetings, and events; assists with research, analysis, presentations, and strategic initiatives; and handles sensitive information with discretion. The role is performed in a supportive, professional office environment and includes limited travel.
Requirements
- At least 5 years of experience in an administrative support role.
- High school diploma or GED.
- Ability to prioritize tasks, manage multiple deadlines, and work independently with minimal supervision.
- Excellent organizational skills, diligence, and an initiative-taking approach to problem-solving.
- Effective communication and interpersonal skills, including the ability to interact with senior executives and navigate complex situations.
- Strong sense of responsibility, teamwork skills, and ability to work without close supervision.
- Ability to maintain confidentiality and exercise discretion with sensitive information.
- Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and CoPilot, and other relevant software such as project management tools.
- Active use of AI in research and content creation or compilation.
- Knowledge of proper letter formats, grammar, spelling, and language usage, and ability to produce neat, accurate correspondence.
- Ability to use telephone, voicemail, conference call, and video conference systems.
- Ability to use and sometimes teach office equipment needed to run business operations.
- Ability to deliver high-caliber results.
- Ability to sit and view a computer, type, and use a mouse regularly.
- Occasionally lift and carry up to 25 lbs. and regularly lift and carry up to 5 kg.
Nice To Haves
- Bachelor’s degree.
- Administrative support experience for an executive, high-level manager, or large department.
- Knowledge of Skye, SharePoint, Visio, and Adobe PDF.
- Project management ability is highly desirable.
Responsibilities
- Maintain and update executive calendars, prioritize meetings and appointments, anticipate scheduling conflicts, and proactively resolve them.
- Coordinate executive travel arrangements, including flights, accommodations, and transportation.
- Screen and prioritize incoming calls, emails, and messages for the executive team as requested.
- Draft and send correspondence on behalf of the executive team, ensuring clarity, professionalism, and consistent messaging.
- Manage and maintain contact databases and information systems.
- Provide a high-quality experience for visitors and local attendees at onsite NADC meetings and events.
- Partner with executives to prepare effective, timely meeting agendas and materials.
- Organize and coordinate internal and external events, including coordination, vendor communication, and follow-up.
- Assist with research and analysis as assigned by the executive team.
- Prepare presentations for audiences ranging from the onsite team to the Board of Directors.
- Contribute to the development and implementation of strategic initiatives.
- Maintain confidentiality regarding executive matters and information, exercise sound judgment in handling sensitive information, and professionally represent the executive team.
- Support department and company operations by driving positive impact and continuous improvement.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
High school or GED
