Helpware Jobs (NOW HIRING)

Position Summary

The Executive Administrative Assistant provides high-level, confidential administrative support to the President, serving as a trusted gatekeeper and force multiplier. This role requires excellent judgment, strong written communication, and the discretion to manage sensitive correspondence and information on the President's behalf. The ideal candidate is a proactive, detail-oriented professional with a minimum of five years of executive-level administrative experience who can anticipate needs and manage competing priorities with minimal oversight.

Key Responsibilities

• Inbox Management: Monitor, triage, and organize the President's email inbox daily; flag priority items and draft/send responses on the President's behalf using established tone and judgment.

• Calendar Management: Own the President's calendar end-to-end - scheduling, rescheduling, and resolving conflicts; coordinate across multiple time zones and stakeholders.

• Travel Coordination: Book domestic and international flights, hotels, ground transportation, and visas/documentation as needed; prepare detailed itineraries.

• Expense Management: Reconcile credit card statements and receipts; prepare and submit accurate, timely expense reports in accordance with company policy.

• Meeting Support: Attend virtual meetings on the President's behalf as requested - take detailed notes/minutes, capture action items, and deliver clear, concise summaries.

• Confidential Correspondence: Draft, proofread, and manage written communications, exercising discretion with sensitive or confidential business matters.

• General Administrative Support: Assist with ad hoc projects, document preparation, and other executive support tasks as they arise.

Required Qualifications

• Minimum 5 years of experience as an Executive Assistant, Executive Administrative Assistant, or similar senior support role.

• Prefer candidates that live within a 45-minute commute of Wilson, NC.

• Experience with Outlook email and calendar tools.

• Exceptional written and verbal communication skills; comfortable drafting correspondence in an executive's voice.

• Proven experience managing complex calendars and travel logistics.

• Experience reconciling expenses and preparing expense reports.

• High level of discretion, professionalism, and sound judgment with confidential information.

• Strong proficiency with Microsoft Office / Google Workspace and standard scheduling, travel, and expense tools.

• Highly organized, self-directed, and comfortable operating with a high degree of autonomy in a fast-paced environment.

Preferred Qualifications

• Prior experience supporting a C-suite executive at a mid-size or global company.

• Experience in professional writing, including drafting emails, taking meeting minutes and producing polished summary reports.

• Some experience in leveraging AI capabilities for research and draft material creation.

Employment Type: PART_TIME