Join our dynamic, globally connected team as an Executive Administrative Specialist! We're looking for a highly skilled, remote-savvy professional to provide crucial administrative and organizational support, ensuring seamless operations for our senior leadership across multiple time zones. If you thrive in a fast-paced environment and pride yourself on your calendar mastery and attention to detail, this role is for you
Title: Executive Assistant
Location: Remote
Duration: Open Ended
Shift: M-F 8 AM-5 PM PST
For Immediate review and consideration, email resume to jomarie.mercado@randstaddigital.com
location: Telecommute
job type: Solutions
salary: $22 - 23 per hour
work hours: 8am to 5pm
education: High School
responsibilities:
Complex Scheduling & Meeting Management
- Calendar Mastery: Proactively build, adjust, and manage complex calendars, including placing holds, sending/updating invitations/polls, and skillfully resolving scheduling conflicts.
- Global Coordination: Schedule meetings across global time zones (AMER/EMEA/APAC) and meticulously verify accuracy for all participants. Occasional early or late coverage windows are required to support global teams.
- Meeting Logistics: Coordinate all meeting logistics (agendas, materials, room/VC setup, visitor access) in partnership with local admins, utilizing provided content only.
- Action Tracking: Accurately capture meeting decisions and next steps in shared trackers (no inbox follow-up required).
- Seamless Travel: Arrange all domestic and international travel (air, hotel, ground) adhering strictly to company policy and leader preferences.
- Itinerary Detail: Prepare clear, concise itineraries and proactively rebook or adjust plans when changes occur.
- System Proficiency: Coordinate all travel arrangements and expense reporting using approved systems (e.g., Concur or similar).
- Accurate Expenses: Prepare and submit expense reports; correctly code and reconcile receipts per policy. Track submission/approval status and quickly surface exceptions via approved channels.
- Coverage & Continuity: Step into active assignments with minimal handoff, leveraging documented Standard Operating Procedures (SOPs) and templates.
- Remote Effectiveness: Operate effectively in a fully remote, fast-paced setting.
- Clear Documentation: Maintain shared trackers, calendars, and simple dashboards. Organize and manage all artifacts and materials in approved repositories (SharePoint/OneDrive, etc.), ensuring proper version control for meeting packets prepared from provided content.
- Collaboration: Maintain clear status notes in shared systems to ensure perfect continuity when primary Client Admins return.
qualifications:
Required Experience & Skills
Experience: 5+ years of dedicated executive/administrative support experience for senior leaders (Directors/Senior Business Leaders).
Calendar Expertise: Proven skill in complex calendar management, conflict resolution, organizing multi-party meetings, and managing logistics with local administrators.
Global Fluency: Demonstrated ability to schedule and coordinate across AMER/EMEA/APAC time zones.
Travel & Expense Competence: Skilled at booking/rebooking itineraries per policy and preferences, and preparing accurate expense reports with receipt reconciliation.
Technical Proficiency
Microsoft 365 Mastery: High proficiency with Microsoft Outlook, Teams, Excel, Word, and PowerPoint.
System Savvy: Familiarity with Concur or similar travel and expense platforms.
Shared Spaces: Comfort with SharePoint/OneDrive and maintaining basic trackers/dashboards.
#LI-JM4
Equal Opportunity Employer: Race, Color, Religion, Sex, Sexual Orientation, Gender Identity, National Origin, Age, Genetic Information, Disability, Protected Veteran Status, or any other legally protected group status.
At Randstad Digital, we welcome people of all abilities and want to ensure that our hiring and interview process meets the needs of all applicants. If you require a reasonable accommodation to make your application or interview experience a great one, please contact HRsupport@randstadusa.com.
Pay offered to a successful candidate will be based on several factors including the candidate's education, work experience, work location, specific job duties, certifications, etc. In addition, Randstad Digital offers a comprehensive benefits package, including: medical, prescription, dental, vision, AD&D, and life insurance offerings, short-term disability, and a 401K plan (all benefits are based on eligibility).
This posting is open for thirty (30) days.
It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.
Qualified applicants in San Francisco with criminal histories will be considered for employment in accordance with the San Francisco Fair Chance Ordinance.
Qualified applicants with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.
We will consider for employment all qualified Applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws, including the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance.
