Executive Administrative Assistant – Client Onboarding & Service

About the role

Join a fast‑paced client onboarding and service team as an Executive Administrative Assistant. You will partner with senior leaders, handling complex scheduling, travel, and logistics while safeguarding confidential information.

Key responsibilities

• Manage dynamic, multi‑time‑zone calendars and prioritize urgent requests.
• Coordinate internal and external meetings, including virtual platforms, room bookings, and attendee logistics.
• Prepare and distribute meeting materials, track action items, and follow up on deliverables.
• Arrange domestic and international travel, produce detailed itineraries, and keep travelers informed.
• Provide professional phone and visitor support, routing requests appropriately.
• Review, prioritize, and respond to correspondence with sound judgment.
• Process invoices and submit travel & entertainment expense claims following approval controls.
• Maintain accurate records for compliance, audit‑ready documentation, and other administrative processes.
• Coordinate logistics for client meetings, team events, and senior colleague visits.
• Offer backup coverage for other assistants and support special projects as needed.

Required profile

• Minimum 4 years of experience in an administrative or executive assistant role.
• Polytechnic diploma in Business & Administration or equivalent.
• Proven ability to support senior leaders with complex scheduling and logistics.
• Demonstrated discretion handling confidential information.
• Excellent written and verbal communication with senior stakeholders.
• Strong organizational skills, meticulous attention to detail, and ability to meet competing deadlines.

Required skills