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Open nowPosted 40 days ago

Executive Administrative Assistant

helpware-inc44 open roles

Where
Wilson, North Carolina, United States, Remote
Work mode
Remote
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Your applicationOpen nowExecutive Administrative Assistanthelpware-inc · Wilson, North Carolina, United States, Remote

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The clock on this job

Early applications get read.

7.8% of postings close within 7 days. Measured by our own scanner across the market.

Share of postings closed within
  1. 1.7%1 day
  2. 3.5%3 days
  3. 7.8%7 days
  4. 14.6%14 days
  5. 34.1%30 days
This job: posted 40 days ago

The posting

Position Summary

The Executive Administrative Assistant provides high-level, confidential administrative support to the President, serving as a trusted gatekeeper and force multiplier. This role requires excellent judgment, strong written communication, and the discretion to manage sensitive correspondence and information on the President's behalf. The ideal candidate is a proactive, detail-oriented professional with a minimum of five years of executive-level administrative experience who can anticipate needs and manage competing priorities with minimal oversight.

Key Responsibilities

  • Inbox Management: Monitor, triage, and organize the President's email inbox daily; flag priority items and draft/send responses on the President's behalf using established tone and judgment.
  • Calendar Management: Own the President's calendar end-to-end — scheduling, rescheduling, and resolving conflicts; coordinate across multiple time zones and stakeholders.
  • Travel Coordination: Book domestic and international flights, hotels, ground transportation, and visas/documentation as needed; prepare detailed itineraries.
  • Expense Management: Reconcile credit card statements and receipts; prepare and submit accurate, timely expense reports in accordance with company policy.
  • Meeting Support: Attend virtual meetings on the President's behalf as requested — take detailed notes/minutes, capture action items, and deliver clear, concise summaries.
  • Confidential Correspondence: Draft, proofread, and manage written communications, exercising discretion with sensitive or confidential business matters.
  • General Administrative Support: Assist with ad hoc projects, document preparation, and other executive support tasks as they arise.

Required Qualifications

  • Minimum 5 years of experience as an Executive Assistant, Executive Administrative Assistant, or similar senior support role.
  • Prefer candidates that live within a 45-minute commute of Wilson, NC.
  • Experience with Outlook email and calendar tools.
  • Exceptional written and verbal communication skills; comfortable drafting correspondence in an executive's voice.
  • Proven experience managing complex calendars and travel logistics.
  • Experience reconciling expenses and preparing expense reports.
  • High level of discretion, professionalism, and sound judgment with confidential information.
  • Strong proficiency with Microsoft Office / Google Workspace and standard scheduling, travel, and expense tools.
  • Highly organized, self-directed, and comfortable operating with a high degree of autonomy in a fast-paced environment.

Preferred Qualifications

  • Prior experience supporting a C-suite executive at a mid-size or global company.
  • Experience in professional writing, including drafting emails, taking meeting minutes and producing polished summary reports.
  • Some experience in leveraging AI capabilities for research and draft material creation.
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