Executive Administrative Assistant

Independent Contractor

Small Assisted Living Consulting firm

EXECUTIVE ADMINISTRATIVE ASSISTANT

Full-Time | On-Site

POSITION SUMMARY

We are seeking a polished, highly organized, and tech-savvy Executive Administrative Assistant to provide high-level administrative support in a fast-paced, client-facing environment. This role requires an individual who leads with professionalism, exercises strong judgment, and operates with discretion. The ideal candidate is a proactive self-starter who takes initiative, manages competing priorities with ease, and communicates with confidence and clarity. This is not an entry-level position. We are looking for a seasoned professional who is ready to hit the ground running.

KEY RESPONSIBILITIES

• Serve as the first point of contact for clients, guests, and stakeholders — representing the organization with the utmost professionalism in person, via phone, and through written communication
• Manage complex calendars, schedule meetings, coordinate travel arrangements, and handle logistics with precision
• Draft, proofread, and finalize professional correspondence, reports, presentations, and other business documents
• Maintain organized digital and physical filing systems; manage records and databases
• Navigate and manage multiple software platforms including Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), Google Workspace, and video conferencing platforms
• Support executives with day-to-day administrative needs and special projects
• Coordinate and prepare materials for internal and client-facing meetings
• Handle sensitive information with confidentiality and discretion
• Anticipate needs and resolve issues proactively, with minimal direction

REQUIRED QUALIFICATIONS

• Minimum 3–5 years of administrative or executive support experience in a professional office environment
• Demonstrated proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) — must be able to create and edit documents, spreadsheets, and presentations independently
• Strong command of email etiquette, digital communication tools, and business correspondence
• Comfortable learning and navigating new software applications quickly
• Impeccable written and verbal communication skills with a professional tone
• Proven ability to work independently and take initiative without being prompted
• Exceptional organizational skills with strong attention to detail
• Ability to manage multiple priorities and deadlines in a high-volume, fast-paced environment

PROFESSIONAL STANDARDS — CRITICAL REQUIREMENTS

Given the client-facing nature of this role, the following are non-negotiable:

• Professional appearance and demeanor at all times — business or business-casual attire required
• Excellent interpersonal skills with the ability to engage clients and colleagues in a composed, courteous, and confident manner
• Strong active listening skills — knows when to speak and when to listen
• Exercises discretion, tact, and good judgment in all interactions
• Maintains a calm, focused presence — able to work efficiently without creating or contributing to workplace distractions
• Punctual, dependable, and accountable

THE IDEAL CANDIDATE

You are someone who takes pride in your work and your professional image. You think two steps ahead, communicate clearly and concisely, and understand that in a client-facing role, every interaction matters. You are tech-forward, organized, and solutions-oriented. You do not need to be micromanaged, you see what needs to be done and you do it.

Candidates who do not meet the technology proficiency and professionalism requirements outlined above will not be considered.

Job Type: Full-time

Pay: $15.00 - $17.00 per hour

Expected hours: 40 per week

Work Location: In person