Note: The job is a remote job and is open to candidates in USA. Helpware is seeking an Executive Administrative Assistant to provide high-level, confidential administrative support to the President. The role manages inboxes, calendars, travel, expenses, meetings, correspondence, and ad hoc executive support tasks with discretion and minimal oversight.
Responsibilities
- Inbox Management: Monitor, triage, and organize the President's email inbox daily; flag priority items and draft/send responses on the President's behalf using established tone and judgment
- Calendar Management: Own the President's calendar end-to-end — scheduling, rescheduling, and resolving conflicts; coordinate across multiple time zones and stakeholders
- Travel Coordination: Book domestic and international flights, hotels, ground transportation, and visas/documentation as needed; prepare detailed itineraries
- Expense Management: Reconcile credit card statements and receipts; prepare and submit accurate, timely expense reports in accordance with company policy
- Meeting Support: Attend virtual meetings on the President's behalf as requested — take detailed notes/minutes, capture action items, and deliver clear, concise summaries
- Confidential Correspondence: Draft, proofread, and manage written communications, exercising discretion with sensitive or confidential business matters
- General Administrative Support: Assist with ad hoc projects, document preparation, and other executive support tasks as they arise
Skills
- Minimum 5 years of experience as an Executive Assistant, Executive Administrative Assistant, or similar senior support role
- Prefer candidates that live within a 45-minute commute of Wilson, NC
- Experience with Outlook email and calendar tools
- Exceptional written and verbal communication skills; comfortable drafting correspondence in an executive's voice
- Proven experience managing complex calendars and travel logistics
- Experience reconciling expenses and preparing expense reports
- High level of discretion, professionalism, and sound judgment with confidential information
- Strong proficiency with Microsoft Office / Google Workspace and standard scheduling, travel, and expense tools
- Highly organized, self-directed, and comfortable operating with a high degree of autonomy in a fast-paced environment
- Prior experience supporting a C-suite executive at a mid-size or global company
- Experience in professional writing, including drafting emails, taking meeting minutes and producing polished summary reports
- Some experience in leveraging AI capabilities for research and draft material creation
Company Overview