High-Level Executive Administrative Assistant

Company: TeamFicient -

About Us

At TeamFicient, we are a dynamic team of highly experienced professionals dedicated to providing tailored solutions that meet the unique needs of our clients. We are seeking a sharp, strategic Executive Administrative Assistant who thrives in fast-paced environments and can operate at the highest level of professionalism and discretion.

Position Overview

We're looking for an exceptionally capable Executive Administrative Assistant who can think ahead, anticipate needs, and manage complex schedules and priorities with precision. This role demands someone who is intellectually agile, highly organized, and capable of handling sensitive information with absolute discretion. You'll be the right hand to leadership, ensuring seamless operations and enabling strategic focus.

Please note: This is an internal role supporting TeamFicient's leadership and operations.

Key Responsibilities

Executive Support:

• Manage complex, dynamic calendars with strategic prioritization and foresight
• Coordinate sophisticated travel arrangements, including international itineraries
• Prepare executive briefings, presentations, and correspondence with exceptional attention to detail
• Act as gatekeeper and trusted point of contact for internal and external stakeholders

Strategic Coordination:

• Anticipate executive needs and proactively address challenges before they arise
• Manage confidential projects and initiatives requiring high-level judgment
• Coordinate board meetings, leadership offsites, and high-stakes events
• Facilitate seamless communication across departments and time zones

Administrative Excellence:

• Maintain impeccable filing systems and document management protocols
• Handle sensitive correspondence with diplomacy and discretion
• Track critical deadlines, deliverables, and follow-up items with zero margin for error
• Prepare polished reports, memos, and executive summaries

Operational Support:

• Streamline administrative processes and identify efficiency improvements
• Coordinate onboarding for new team members and visiting executives
• Liaise with external vendors, partners, and service providers
• Support compliance tracking and administrative policy implementation

Requirements

Essential Qualifications:

• 5+ years of experience supporting C-level executives or senior leadership
• Exceptional organizational skills with ability to manage competing priorities seamlessly
• Outstanding written and verbal communication skills with executive presence
• Advanced proficiency in Microsoft Office Suite and Google Workspace
• Proven ability to handle confidential information with absolute discretion
• Sharp problem-solving skills and ability to work independently with minimal guidance
• Professional demeanor with polished interpersonal skills
• Ability to remain calm and effective under pressure in fast-paced environments

Preferred Qualifications:

• Bachelor's degree in Business Administration or related field
• Experience in corporate, legal, or consulting environments
• Proficiency with project management and collaboration tools (Trello, Notion, Slack, Asana)
• Familiarity with CRM systems (Salesforce, HubSpot)
• Advanced/fluent English communication skills
• Experience supporting remote executives across multiple time zones

Technical Requirements:

• Desktop/Laptop with Intel Core i5 processor (or equivalent)
• Minimum 8GB RAM for multitasking
• Dedicated, noise-free workspace with professional setup
• Backup internet connection for reliability
• USB headset with noise cancellation
• Power backup solution (UPS/Generator) or alternative work location

What We Offer:

• Competitive compensation package
• Statutory benefits
• Opportunity to work directly with leadership in a high-impact role
• Career advancement opportunities
• Stable, supportive work environment with a collaborative team
• Remote work flexibility

This is a long-term internal position offering the opportunity to be an integral part of leadership operations within an exceptional team

Job Type: Full-time

Benefits:

• Work from home

Work Location: Remote