Executive Administrative Assistant

Job Type

Full Time




United States


General Description

The Executive Administrative Assistant will provide efficient and comprehensive administrative support to the one or more Senior Executives which requires strong relationship management skills and cross departmental communication to optimize workflow and organizational effectiveness. Working as a team player, this position will collaborate within the Executive Support Team to address challenges, find solutions and adapt to each day’s requirements, to ensure needs are addressed in a timely manner.

Specific Responsibilities Include

  • Calendar management for Executive(s), to include scheduling of conference calls
  • Coordinating both domestic and international travel
  • Manage and negotiate speaking engagements
  • Assist in assembling presentations 
  • Follow up from client meetings to ensure complete follow through with appropriate staff
  • Fielding email traffic
  • Processing expense reports
  • Catering for meetings with internal and external clients
  • Shipping requests
  • Maintaining contact database
  • Research/Project support
  • Ad hoc projects

Travel Requirements


Metrics for Success

Availability & Communication

  • Availability to supervisor, team, executives, outside customers throughout each day
  • Responsive to emails and voicemails within 24 hours
  • Provide status communication updates throughout each day
  • Create agendas, documents, and meeting minutes as requested
  • Maintains and updates schedule and calendar as needed
  • Provides support and assistance in managing requests related to the team
  • Strong writing skills

Problem Solving

  • Schedule requested meetings and travel complete with rooms, catering, conference call information, and any other related necessary arrangements
  • Provide creative solutions and adapt to the changing environment
  • Always strive to enhance and improve current processes to drive workflow and efficiency

Education & Training Requirements/Preferences

·       Bachelor’s degree required


Experience Requirements

  • At least 2 years office experience

Other Required Skills and Qualifications

  • Initiative and interest in familiarizing themselves with the USGBC/GBCI business and strategy
  • Demonstrated ability to anticipate needs, follow tasks through to completion, quickly adapt to changing priorities
  • Strong interpersonal skills, team player, solution oriented
  • Ability to work well with a diverse professional staff, take on special projects and work independently and to exercise independent judgment when appropriate
  • Excellent written and verbal communication skills including mastery of grammar and spelling
  • General knowledge of office equipment
  • Excellent attention to detail
  • Superior organizational skills
  • Strong computer skills including demonstrated fluency with MS Word, Excel, PowerPoint, database management, internet, e-mail, mail merge
  • Familiarity with web conference system such as WebEx

Professional Level


Minimum Education Required

4-year degree

How To Apply



To apply, please send your resume and cover letter to jobs@usgbc.org.