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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
