Senior Executive Administrative Assistant

Senior Executive Administrative Assistant The Senior Executive Administrative Assistant at Jim Moran & Associates will provide high-level administrative and executive support to the GVP of JM&A. This role requires a highly independent, resourceful team player who is comfortable working in a dynamic environment, demonstrating flexibility, proactivity, and efficiency. The ideal candidate will flourish in managing sensitive information with discretion, coordinating complex schedules, and balancing multiple priorities. Responsibilities: Executive Support and Calendar Management Manage and maintain the bustling schedules of senior executives, including booking meetings, appointments, and coordinating high-volume travel arrangements (airfare, hotel, ground transit). Lead critical aspects of deliverables and special assignments by setting objectives, determining priorities, and managing time while gaining collaboration from others. Prepare and edit correspondence, presentations, and other documents, ensuring accuracy and professionalism. Handle all communications with professionalism, accuracy, and confidentiality across all levels of associates. Administrative Coordination Independently manage various administrative tasks, including deconflicting active calendars with stakeholders, vendors, and partners. Draft and prepare confidential correspondence, screen calls, and manage emails, prioritizing time-sensitive messages and responding promptly. Coordinate and manage expenses and invoicing, including processing payments and renewals for subscriptions and invoices. Organize and maintain electronic files and records, supporting efficient access to information and documentation. Meeting and Event Planning Plan, organize, and coordinate internal and external meetings, including preparing agendas, confirming technology needs, managing catering and logistics, and following up on action items. Support the planning and execution of company events and meetings, both onsite and offsite, interacting with event coordinators and attendees professionally. Book conference and meeting rooms, arrange room setups, and ensure all locations meet business needs. Prepare detailed travel itineraries and meeting agendas, research and register executives for conferences, and manage reservations and accommodations. Stakeholder and Communication Management Serve as a liaison with internal and external stakeholders, ensuring smooth communication and collaboration. Manage external contacts by proactively identifying primary contacts, tracking periodic communication, and ensuring relationship management. Welcome visitors and respond to inquiries on behalf of the executive team and represent them with professionalism. Cross-functional and Team Collaboration Assist with onboarding new team members and contractors, supporting systems access and hardware setup. Provide backup support to other executive assistants as needed to ensure seamless administrative coverage. Support vendor management tasks, including tracking renewals, coordinating payments, and maintaining relationships. Qualifications: Bachelor's degree preferred Minimum of 6 years supporting executives and/or multiple leaders. Proven experience supporting senior leadership with discretion and professionalism. Advanced proficiency in Outlook Calendar/Mail, OneDrive, Teams, and Microsoft Office Suite. Robust organizational skills, with the ability to prioritize multiple tasks while maintaining attention to detail. Excellent verbal and written communication skills; capable of drafting correspondence, proofreading, and maintaining organized e-filing systems. Demonstrated ability to work self-reliantly, adapt quickly, and solve problems with minimal direction. Experience in event and meeting planning, with a polished, professional demeanor and a team-oriented mindset. Flexibility to work in-office five days per week and provide overtime support as business needs dictate.