Sr. Specialist, Administrative Executive Support

Position Summary / Job Purpose:

The Executive Assistant provides high-level administrative support to senior leaders by managing schedules, coordinating meetings and travel, handling sensitive information, and facilitating effective communication across departments. This role plays a critical part in ensuring operational efficiency and supporting strategic priorities within the organization.

Essential Duties and Responsibilities:

• Manages complex calendars and coordinates appointments, meetings, and travel logistics in alignment with business priorities.
• Prepares correspondence, reports, presentations, and other documentation with a high degree of accuracy and confidentiality.
• Screen and prioritize communications, ensuring timely follow-up and professional handling of inquiries.
• Organizes and executes internal and external events, including executive meetings, offsites, and conferences.
• Partners with cross-functional teams to ensure seamless information flow and collaboration.
• Oversees expense reporting and procurement processes, ensuring compliance with company policies.
• Maintains document control, filing systems, and accurate records in accordance with corporate standards.
• Anticipates executive needs and proactively addresses potential challenges to streamline operations.

Education, Experience, Knowledge & Skills:

• Bachelor’s degree in Business Administration or related field preferred; equivalent professional experience accepted.
• 5+ years of administrative experience supporting senior or C-level executives.
• Proven track record in managing complex schedules and high-volume tasks in fast-paced environments.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong organizational skills with meticulous attention to detail.
• Ability to handle sensitive information with discretion and integrity.
• Excellent interpersonal and communication skills, both written and verbal.
• Strong problem-solving abilities and proactive mindset.
• Ability to manage multiple priorities with professionalism and composure under pressure.

Physical Demands:

The physical demands described here are representative of those requirements employees must meet to perform the essential functions of this job with or without reasonable accommodation. 

• The employee is regularly required to sit, stand, write, review and type reports, compile data, and operate a computer.
• The employee communicates, listens, and assesses information.
• The employee regularly moves about the office complex and may lift or move 10 pounds.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job with or without reasonable accommodation.

• The environment includes office location, and /or moving inside/outside the office.
• A high noise level is possible if visiting shipboard or offsite locations.

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