Job Overview

The Executive Administrative Assistant serves as a critical business partner to the General Manager (GM), enabling effective leadership of a complex, global organization. This role goes beyond traditional administrative support, requiring strong business acumen, proactive decision-making, and the ability to anticipate needs in a fast-paced, high-stakes environment. The Executive Admin ensures the GM’s time, priorities, and engagements are aligned to key business objectives.

This is a hybrid role, requiring the ability to work at our site located on Fulling Mill Rd 2–3 days per week. The schedule offers flexibility, with a preference for working hours aligned to approximately 7:30 AM – 4:30 PM to support executive and global business needs.

Job Requirements

Strategic Executive Support

• Manage and optimize the GM’s highly complex calendar, aligning time allocation to strategic priorities, operating rhythms, and key stakeholders
• Serve as a gatekeeper and advisor, ensuring focus on highest-value activities and decisions
• Prepare the GM for internal and external engagements with high-quality briefings, context, and insights
• Coordinate global travel across multiple regions, ensuring efficiency and alignment with business priorities

Business Rhythm & Operating Cadence

• Drive execution of the business operating rhythm (staff meetings, reviews, OLR/Talent Reviews, offsites, customer engagements)
• Ensure agendas, materials, and follow-ups are well-structured and action-oriented
• Track key action items and decisions, proactively following up to drive closure and accountability
• Maintain visibility to key business priorities and deadlines

Stakeholder & Leadership Team Interface

• Act as a central point of coordination for the GM’s leadership team and key cross-functional partners
• Build strong relationships across regions, functions (HR, Finance, Operations, Commercial), and external stakeholders
• Facilitate communication flow and alignment across a global, matrixed organization
• Partner with administrative support across the leadership team for seamless leadership engagement

Operational Excellence

• Drive continuous improvement in administrative processes, tools, and ways of working
• Manage budgets related to travel, events, and leadership activities
• Coordinate large-scale leadership meetings and events (global offsites, customer visits, employee sessions)
• Handle highly sensitive and confidential information with discretion
• Lead or support special projects requiring coordination across multiple stakeholders

What your background should look like

Required

• 4–6 years of relevant experience supporting senior leaders or executives in a fast-paced environment
• Demonstrated ability to manage complex administrative tasks with minimal supervision, exercising strong judgment and initiative
• Proven experience coordinating complex calendars, travel, and business activities across multiple stakeholders
• Strong organizational, prioritization, and problem-solving skills with the ability to handle sensitive information with discretion
• Advanced proficiency in Microsoft Office (Outlook, PowerPoint, Excel, Teams, SharePoint)
• Ability to interact effectively with cross-functional teams and external stakeholders
• High School degree or equivalent GED
• Experience providing guidance or informal support/training to others (e.g., junior admins or team members), without direct people management responsibility

Preferred

• Bachelor’s degree 
• Experience supporting a GM, VP, or senior leadership team in a global or matrixed organization
• Familiarity with business operating rhythms, executive reporting, and leadership team coordination
• Exposure to global environments and working across time zones and cultures

Core Competencies

• Business Acumen: Understands the GM’s business priorities, financial drivers, and organizational dynamics
• Strategic Agility: Aligns executive time and focus to short- and long-term objectives
• Executive Presence: Highly professional, credible, and confident interacting with senior leaders and external stakeholders
• Judgment & Discretion: Trusted with sensitive business and talent information
• Proactive Ownership: Anticipates needs, identifies risks, and drives solutions independently
• Global Mindset: Effectively operates across time zones, cultures, and regions

Competencies