Job Details

Location: Remote

Duration: Contract

The Executive Assistant provides high-level administrative and operational support to the President and select members of the Executive Team. This role is responsible for managing complex calendars and travel, handling confidential correspondence, coordinating meetings and executive events, and supporting special projects critical to the organization's success. The Executive Assistant serves as a trusted partner and representative of the President, both internally and externally.

This position requires sound judgment, discretion, and the ability to work independently while managing competing priorities in a fast-paced environment. The Executive Assistant ensures the President is well informed and prepared for all commitments and proactively identifies issues of significance that require executive awareness.

Key Responsibilities

• Manage a highly dynamic executive calendar, including scheduling, prioritization, and preparation.
• Coordinate travel arrangements, itineraries, and related materials, which may require coordination with other executive, client or Board engagements
• Prepare, review, and manage confidential correspondence, documents, and reports.
• Serve as a primary point of contact for internal and external stakeholders on behalf of the President and Executive Team members.
• Support executive meetings, including site coordination, agenda preparation, materials and meal logistics, and follow-up as needed.
• Process invoices and expense reports in a timely and accurate manner.
• Research, compile, and analyze information for executive decision-making and meetings.
• Lead and support special projects as assigned, exercising independent judgment and discretion.
• Maintain the highest standards of professionalism, confidentiality, and attention to detail.

Core Competencies

• Exceptional organizational and administrative skills with strong attention to detail.
• Excellent written and verbal communication skills.
• Strong judgment, professionalism, and commitment to confidentiality.
• Ability to prioritize and manage multiple responsibilities effectively.
• Comfortable working with senior executives, board members, and diverse stakeholders.
• Proactive, self-directed, and adaptable in a changing environment.
• Team-oriented with a strong service mindset.

Qualifications

• Bachelor's degree preferred; equivalent experience may be considered.
• Minimum of five years of experience supporting C-suite executives or Presidents.
• Proven experience coordinating executive off-sites, board meetings, and complex logistics.
• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and Teams.

Apex Systems is a world-class IT services company that serves thousands of clients across the globe. When you join Apex, you become part of a team that values innovation, collaboration, and continuous learning. We offer quality career resources, training, certifications, development opportunities, and a comprehensive benefits package. Our commitment to excellence is reflected in many awards, including ClearlyRated's Best of Staffing® in Talent Satisfaction in the United States and Great Place to Work® in the United Kingdom and Mexico. Apex uses a virtual recruiter as part of the application process. Click here for more details.

Apex Benefits Overview: Apex offers a range of supplemental benefits, including medical, dental, vision, life, disability, and other insurance plans that offer an optional layer of financial protection. We offer an ESPP (employee stock purchase program) and a 401K program which allows you to contribute typically within 30 days of starting, with a company match after 12 months of tenure. Apex also offers a HSA (Health Savings Account on the HDHP plan), a SupportLinc Employee Assistance Program (EAP) with up to 8 free counseling sessions, a corporate discount savings program and other discounts. In terms of professional development, Apex hosts an on-demand training program, provides access to certification prep and a library of technical and leadership courses/books/seminars once you have 6+ months of tenure, and certification discounts and other perks to associations that include CompTIA and IIBA. Apex has a dedicated customer service team for our Consultants that can address questions around benefits and other resources, as well as a certified Career Coach. You can access a full list of our benefits, programs, support teams and resources within our 'Welcome Packet' as well, which an Apex team member can provide.