Executive Administrative Assistant

Description

The Executive Administrative Assistant II will provide comprehensive administrative support to three senior executives within the Sales Strategy & Performance Enablement organization. This role is important for ensuring operational efficiency and a high-quality experience across the leadership team and broader organization.

This position will handle a variety of executive support functions, including calendar and travel coordination, meeting logistics, onboarding support, and cross-functional communication. Additionally, the role includes opportunities for project coordination, virtual event facilitation, SharePoint management, and presentation development.

The role requires making informed decisions daily about assigned tasks and additional duties. It involves prioritizing inquiries and requests while resolving conflicts with minimal guidance. The Executive Assistant II will work independently on multiple projects from start to completion and must handle various activities and confidential matters with discretion, even under pressure.

The ideal candidate is proactive, highly organized, adaptable, and performs well in a fast-paced, collaborative environment.

Key Responsibilities:

• Provide day-to-day administrative support to three senior executives within the Sales Strategy and Performance Enablement team
• Manage complex calendars and meeting schedules across multiple time zones
• Coordinate detailed domestic travel, including itineraries and logistics
• Support team meetings and routines by preparing agendas, content, and distributing materials
• Act as a delegate for expense report processing and PTO approvals
• Assist with onboarding new colleagues and supporting organizational processes
• Draft and format internal team communications and leadership updates
• Facilitate virtual team meetings and webinars, including setup and coordination
• Maintain and update internal SharePoint sites and shared resources
• Create and edit presentation materials and spreadsheets for executive meetings
• Accurately track and submit expense reports and reconcile receipts
• Assist in planning and executing large-scale meetings and offsite events
• Build strong working relationships with internal teams, external vendors, and business partners

Required Qualifications:

• 3–5 years of experience supporting senior-level executives in a professional setting
• Strong proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams)
• Exceptional organizational and multitasking skills
• Strong verbal and written communication skills
• Proven ability to handle confidential information with discretion
• Experience coordinating travel, meetings, and cross-functional communications
• Ability to work independently and exercise sound judgment

Preferred Qualifications:

• Experience working in a matrixed or enterprise organization
• Familiarity with tools such as Concur, SharePoint, and WebEx
• Experience creating or editing executive-level communications and presentations
• Exposure to light project management or event coordination
• Bachelor’s degree preferred

Hours & Work Schedule

• Hours per Week: 40
• Work Schedule: Monday – Friday, standard business hours 
• (flexibility required based on executive needs)

Some job boards have started using jobseeker-reported data to estimate salary ranges for roles. If you apply and qualify for this role, a recruiter will discuss accurate pay guidance.

Equal Employment Opportunity

Citizens, its parent, subsidiaries, and related companies (Citizens) provide equal employment and advancement opportunities to all colleagues and applicants for employment without regard to age, ancestry, color, citizenship, physical or mental disability, perceived disability or history or record of a disability, ethnicity, gender, gender identity or expression, genetic information, genetic characteristic, marital or domestic partner status, victim of domestic violence, family status/parenthood, medical condition, military or veteran status, national origin, pregnancy/childbirth/lactation, colleague’s or a dependent’s reproductive health decision making, race, religion, sex, sexual orientation, or any other category protected by federal, state and/or local laws. At Citizens, we are committed to fostering an inclusive culture that enables all colleagues to bring their best selves to work every day and everyone is expected to be treated with respect and professionalism. Employment decisions are based solely on merit, qualifications, performance and capability.