Job Description

Solü is currently seeking an Executive Assistant to support a team of four Directors at our client’s organization. This role is essential to ensuring smooth administrative operations and high-level executive support. The position involves calendar management, travel coordination, event planning, and processing expense reimbursements. This individual will need to exercise sound judgment, maintain confidentiality, and demonstrate strong interpersonal and organizational skills while working closely with leadership, internal teams, and external partners.

Responsibilities:

• Provide advanced administrative, analytical, and technical support for various business units such as Finance, HR, and Purchasing
• Directly manage calendars for four Directors, including scheduling with internal and external stakeholders
• Communicate professionally with Officers and senior-level staff; proactively resolve scheduling conflicts and represent Director availability to other administrative personnel
• Coordinate travel arrangements and process travel reimbursement receipts
• Plan and support events including food orders, logistics, and vendor coordination
• Order materials and supplies as needed; experience with Maximo is preferred
• Gather and analyze data from multiple sources to prepare reports, presentations, charts, and other business materials
• Track documentation for departmental programs, maintain databases, and generate reports using various systems
• Support department software systems including testing and reporting; ensure compliance with data handling policies and federal regulations
• Serve as point of contact for departmental office equipment issues and coordinate necessary maintenance
• Provide guidance and training to other administrative team members as needed

Qualifications

• High school diploma or GED required
• Minimum of 4 years of experience in advanced administrative roles, preferably supporting leadership teams
• Proficient in Microsoft Outlook, Excel, Word, and PowerPoint
• Proven experience managing executive calendars, scheduling travel, and processing travel reimbursement receipts
• Strong calendar management skills with the ability to coordinate complex and dynamic schedules
• Experience coordinating events, meetings, catering, and logistics
• Demonstrated ability to work effectively with senior leadership and internal/external stakeholders
• Excellent verbal and written communication skills
• Strong organizational skills, attention to detail, and the ability to take initiative and prioritize tasks
• Ability to analyze data, generate reports, and present information in a clear and professional manner
• Experience with material ordering systems; Maximo experience is preferred

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