Executive Administrative Assistant

Jobs for Humanity

Executive Admin Assistant supporting VP-level executives in a real estate development firm. Managing complex calendars, travel, meetings, and strategic projects for the Marketing & Communications organization.

Posted 5/14/2026full-timeRemote • California • 🇺🇸 United StatesMid-LevelSeniorWebsite

About the role

Key responsibilities & impact

Proactively manage complex executive calendars across multiple time zones while anticipating scheduling conflicts and shifting priorities
Coordinate a high volume of internal and external meetings including leadership meetings, cross-functional reviews, customer meetings, vendor briefings, off-site events, Zoom meetings, and one-on-ones
Organize meeting logistics including conference rooms, food orders, presentation setup, agendas, and note-taking support
Serve as a reliable point of coordination between executives, leadership teams, customers, vendors, and business partners
Prepare agendas, briefing documents, presentation materials, and meeting summaries in advance of executive meetings
Ensure meetings have clear objectives, context, and supporting documentation
Assist executives with follow-up action items and operational tracking
Manage complex domestic and international travel arrangements including flights, hotels, transportation, itineraries, and event logistics
Prepare and submit expense reports accurately and in a timely manner
Process invoices, vendor payments, and coordinate with Finance regarding budget tracking and approvals
Partner closely with Business Operations teams to support organizational processes and executive priorities
Assist with special projects, team initiatives, and event coordination
Support onboarding activities for new hires including equipment requests, workspace preparation, onboarding schedules, and team coordination

Requirements

What you’ll need

Must speak, read, and write fluent English
5+ years of Executive Assistant or Executive Admin experience supporting VP-level leaders or above
Experience working in fast-paced corporate, technology, marketing, or professional services environments
Strong organizational skills with the ability to manage multiple priorities simultaneously
Proven experience handling highly complex calendars, executive communications, and confidential information
Excellent written and verbal communication skills
Strong problem-solving abilities with a proactive, “one-step-ahead” mindset
Experience coordinating domestic and international travel logistics
High level of professionalism, discretion, and attention to detail
Advanced proficiency with Microsoft Outlook, Word, PowerPoint, Zoom, and expense management tools such as Concur
Comfortable leveraging AI-powered tools and technology to improve productivity, workflow automation, communication, and operational efficiency.

Benefits

Comp & perks

Opportunities to learn and develop every day through a wide range of programs.
Internal digital platforms that promote self-learning.
Development programs according to Leadership skills.
Specialized training according to the role.
Learning experiences with internal and external providers.
Recognition programs for seniority, behavior, leadership, moments of life, among others.
Financial wellness programs that will help you reach your goals in all stages of life.
A flexibility program that will allow you to balance your personal and work life.
WellnessLine, discounts, Scholarship programs for your children, Aid Plans for different moments of life.

ATS Keywords

✓ Tailor your resume

Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools

calendar managementtravel logisticsexpense reportinginvoice processingmeeting coordinationdocument preparationproject coordinationconfidential information handlingworkflow automationorganizational processes

Soft Skills

organizational skillscommunication skillsproblem-solving abilitiesattention to detailprofessionalismdiscretionproactive mindsetmultitaskinganticipation of needsteam coordination