Executive Administrative Assistant at CrossBoundary

Job Description

• We are seeking a proactive, organized, and detail-oriented Executive Administrative Assistant to support three senior leaders while managing the office’s social calendar and event management. The ideal candidate will ensure smooth day-to-day administrative operations and foster a welcoming and positive office culture.

Primary Responsibilities
General Administration:

• Greet visitors, provide directions, answer inquiries, and create a welcoming environment for all guests.
• Assist with travel and lodging arrangements for guests visiting Nigeria, coordinating with travel agencies as necessary.
• Organize shipments and distribution, processing and directing incoming mail, packages, and deliveries to ensure timely delivery of swag items, team care packages, and other office needs.
• Support team members in maintaining accurate staff records in staffing tools.

Executive Support To Senior Leadership

• Manage complex travel arrangements, including flights, accommodations, and transportation for senior leaders.
• Oversee calendar management and meeting scheduling to ensure seamless coordination.
• Assist with timesheets, expense reporting, and tracking budgets for team members.
• Format documents for proposals and client presentations.
• Monitor project closeouts to facilitate the distribution of tokens of appreciation.
• Prepare and distribute monthly office event calendars in advance, ensuring well-coordinated scheduling.

Event Management

• Own the office social calendar, ensuring that all event concepts are discussed with the team and communicated well in advance.
• Establish and lead a social committee to collaborate on event ideas and execution.
• Proactively plan and organize team events, actively promoting and encouraging participation to boost morale and engagement.
• Understand team dynamics and tailor events to suit the preferences and interests of the team.
• Conduct monthly office satisfaction surveys to gather feedback and implement improvements based on the results.

Qualifications

• The ideal candidate will have the following skills and qualifications:

Education

• A bachelor's degree in business administration, office management, or a related field is preferred.

Experience:

• 2+ years of experience in an administrative, executive support, or office management role.
• Prior experience supporting senior leaders is highly desirable.
• Experience in event planning and team engagement activities is an advantage.

Skills:

• Excellent organizational and multitasking skills, with the ability to prioritize and manage multiple tasks simultaneously.
• Strong communication skills, both written and verbal, with a focus on providing clear and professional correspondence.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and experience with calendar management tools (e.g., Google Calendar, Outlook).
• Ability to work independently, anticipate needs, and solve problems proactively.
• Strong attention to detail, with a focus on accuracy in administrative tasks and documentation.
• A positive attitude and the ability to foster a welcoming office environment.

Other:

• Knowledge of travel logistics, including booking flights and accommodations, is advantageous.
• Familiarity with office satisfaction surveys, employee engagement, and team-building activities is a plus.