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Executive Assistant - Floater

Contract Duration: Approximately 12 months
Location: Major West Coast Office (onsite presence required)
Schedule: Full-time, 40 hours per week

Position Summary

This role provides back-up administrative and executive support across multiple teams within a large corporate office environment. The individual will familiarize themselves with the workloads and preferences of various support staff in order to provide seamless coverage. Responsibilities include high-volume administrative support, coordination of meetings and travel, and periodic reception coverage in the afternoons. The position may also assist junior-level executives as needed.

The role requires someone who can interpret requests, anticipate needs, and manage the full workflow required to deliver consistent, high-quality support.

Key Responsibilities

1. Communication & Information Handling

• Review and prioritize incoming messages and correspondence
• Draft, edit, and finalize written communications and documentation
• Respond to inquiries independently or based on executive guidance

2. Scheduling & Planning

• Manage highly dynamic calendars for multiple executives
• Anticipate scheduling conflicts and communicate changes promptly
• Arrange domestic and international travel, including itineraries and logistics
• Prepare and submit expense reports in accordance with company guidelines
• Coordinate meetings, book rooms, arrange technology and materials, and manage event logistics

3. Liaison & Collaboration

• Interact professionally with internal teams, external partners, guests, and senior stakeholders
• Handle confidential information with discretion and maintain professional judgment
• Collaborate with colleagues, willingly taking on additional tasks when needed
• Demonstrate professionalism aligned with the organization's values

Skills & Attributes

• Ability to maintain strict confidentiality
• Strong multitasking and prioritization skills
• Excellent written communication and research capabilities
• Proven experience managing complex and shifting calendars
• Exceptional organizational skills (file systems, databases, tracking tools)
• Proactive mindset with strong problem-solving and anticipation skills
• Team-oriented, respectful, and aligned with high-integrity workplace standards

Preferred Background

• 4+ years supporting executives in a fast-paced environment
• Bachelor's degree preferred
• Familiarity with financial or corporate industries is a plus

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