Executive Administrative Assistant ( Hybrid)

Job Description

Harvard Resource Solutions is seeking an Executive Administrative Assistant for their non profit client in Troy on a long term temporary basis. Hybrid Schedule: 2 days remote- M & F / 3 days in office -T-W-Th) Hours: 8:30am - 5:00pm ( 30 minute lunch)

Summary

The Executive Administrative Assistant provides high-level administrative support and project-based assistance to members of the Foundation s Executive Office and Executive Team ( Executives ). The Executive Administrative Assistant works closely to support Executives by cultivating positive working relationships through open communication. The Executive Assistant is required to be proactive, self-directed, produce high quality work, possess sound judgment and have a high attention to detail, while exercising discretion and maintaining confidentiality. This position is responsible for effective handling of the Executives schedules, as well as coordinating and executing administrative functions including travel, expense reporting, budget monitoring, and proficiently handling documents and tasks for optimal organization. Duties Scheduling & Calendar Management

• Manage complex executive calendars, meetings, and departmental schedules.
• Coordinate internal/external meetings, assemble materials, and confirm appointments.
• Collaborate with other assistants and departments for seamless scheduling.
• Proofread, finalize, and distribute documents.

Internal Operations

• Prepare expense reports, contracts, invoices, and resolve discrepancies with Finance.
• Draft correspondence, presentations, spreadsheets, and maintain contact lists.
• Support events, Board meetings, and office logistics, including visitor coordination.

Travel & Logistics

• Arrange business travel, including airfare, lodging, transportation, and itineraries.
• Coordinate with vendors and internal teams to ensure smooth travel plans.
• Support travel for special events and Board activities.

Board of Trustee Support

• Prepare and distribute Board materials.
• Assist with Board meeting logistics and events as directed.

Other Duties

• Perform additional tasks and projects as assigned.

Requirements

• Associate s degree required, Bachelor s preferred.
• 5 7 years executive assistant experience, preferably supporting C-level executives.
• Strong organizational, communication, and problem-solving skills with high attention to detail.
• Advanced Microsoft Office skills; experience with calendar management, travel, and document review.
• Demonstrated discretion, professionalism, and ability to prioritize in a fast-paced environment.
• Collaborative, proactive, solutions-oriented, and adaptable to changing priorities.
• Proficiency with MS Office
• Familiarity with web-based office management technology and software tools such as, ADP Workforce Now, Zoom, One Drive, Concur, DocuSign, and Google Docs preferred

If you are a high performer and would like to work for an equally high performing company and you think the above opportunity is appropriate for you, we invite you to apply to this job and email your resume to [email protected] We treat all resumes with strict confidentiality. We will always contact you first before submitting your resume to our client(s) for review. If you do not receive correspondence, you are not a fit for this position. At Harvard Resource Solutions, our talent acquisition team is proud to provide our clients with the most qualified Administrative & Clerical talent in the industry today. Apply tot his job Apply To this Job