Executive Administrative Assistant, Client Onboarding and Service

Bring your expertise in executive support to a role where your organization and judgment directly enable business outcomes. You will be the trusted partner who keeps leaders focused by anticipating needs, solving scheduling and logistics challenges, and communicating with professionalism and discretion. If you thrive in a fast-paced, team-oriented environment and enjoy continuous improvement, you will find opportunities to grow and make an impact here.

As an Executive Administrative Assistant in the Client Onboarding and Service team, you will provide high-touch administrative and operational support to senior leaders and their stakeholders. You will manage complex calendars and logistics across time zones, handle sensitive information with discretion, and help ensure day-to-day operations run smoothly. You will collaborate closely with a broader assistant community to deliver consistent coverage and an excellent experience for internal partners and external visitors.

Job responsibilities 

• Manage complex and frequently changing calendars, prioritizing urgent requests and scheduling across multiple time zones
• Coordinate internal and external meetings and conference calls, including rooms, virtual meeting details, and attendee logistics
• Prepare and distribute meeting materials, track action items, and follow up to ensure timely completion
• Arrange domestic and international travel, including flights, hotels, ground transportation, and required travel documentation
• Produce accurate itineraries and ensure travelers receive clear, timely plans and updates
• Provide professional phone and in-office visitor support, resolving or routing requests promptly and appropriately
• Review, prioritize, and respond to incoming correspondence with sound judgment and attention to detail
• Process invoices and submit travel and entertainment expense claims in accordance with required approvals and controls
• Maintain accurate records and support compliance-related processes, including documentation and audit-ready tracking
• Coordinate logistics for client meetings, team events, and visits from senior colleagues, partnering with relevant internal teams as needed
• Provide general office support and backup coverage for other assistants, including overflow support and special projects

Required qualifications, capabilities, and skills 

• Minimum 4 years of administrative or executive assistant experience
• Minimum of a Polytechnic diploma in Business & Administration or equivalent
• Demonstrated experience supporting senior leaders with complex scheduling and logistics
• Proven ability to handle confidential information with discretion and sound judgment
• Strong written and verbal communication skills, including professional correspondence with senior stakeholders
• Strong organizational skills with meticulous attention to detail and follow-through
• Ability to prioritize competing deadlines and manage multiple tasks in a fast-paced environment
• Experience arranging domestic and international travel, including itinerary preparation and time zone coordination
• Experience processing expense claims and invoices using enterprise workflow tools
• Ability to work independently with limited supervision and escalate issues appropriately
• Proficiency with common productivity tools (email, calendar, document creation, and virtual meeting platforms)

Preferred qualifications, capabilities, and skills 

• Experience supporting multiple senior leaders and coordinating across a broader assistant community
• Experience planning and delivering high-quality client or senior internal meetings and events
• Familiarity with access provisioning workflows and related invoice processing for business platforms
• Experience partnering effectively with cross-functional teams to resolve scheduling, logistics, and administrative issues
• Comfort operating in a global organization with frequent coordination across regions and time zones
• Experience in a regulated or highly controlled environment with strong record-keeping practices