Executive Administrative Assistant

About Applus Laboratories

Applus is a leading global provider of testing, inspection, and certification services. We work across a wide range of industries to ensure the safety, quality, and performance of our clients' products and operations.

Job Summary

We are seeking a highly organized, proactive, and detail-oriented Executive Administrative Assistant to support our North American executive team. Reporting to the Executive Vice President (EVP), North America, this role will begin as a remote position and transition to onsite once our new office is established in Dallas, TX. The successful candidate will be responsible for managing day-to-day administrative tasks, coordinating complex schedules, arranging travel, handling expenses, and supporting a variety of executive-level needs. The ideal candidate will be adaptable, forward-thinking, and able to scale with the business.

Responsibilities

• Manage and optimize the executive team’s calendars, meetings, appointments, and internal/external engagements, focusing first and foremost on the EVP.
• Serve as the primary point of contact for the EVP with professionalism and discretion.
• Prepare meeting agendas, materials, presentations, and notes; follow up on action items.
• Coordinate complex domestic and international travel, including itineraries, accommodations, and logistics.
• Prepare, submit, and track expense reports accurately and in a timely manner.
• Maintain and organize confidential files, records, documents, and communications.
• Assist with drafting, editing, and formatting documents, presentations, and reports.
• Support the setup of the new office location, including vendor coordination, supplies, and logistics.
• Assist with planning meetings, company events, and cross-functional activities.
• Handle general administrative tasks including correspondence, scheduling, data entry, and tracking tasks or deadlines.
• Anticipate needs and take initiative to resolve issues before they arise.

Knowledge and Skills

• Maintain a high level of professionalism, confidentiality, and communication.
• Demonstrate strong organizational skills with the ability to multitask and prioritize effectively.
• Possess advanced proficiency in Microsoft Office Suite, Teams, Outlook, and related tools.
• Have 3–5+ years of experience supporting senior executives or leadership teams.
• Ability to work independently and transition from remote to onsite work when required.
• Experience in fast-paced corporate environments and coordinating executive travel is preferred.