Administrative Assistant (Administrative)

Position Summary

Provide high-level administrative support to multiple organizational leaders by managing complex schedules, coordinating meetings and travel, handling confidential information, and serving as a key liaison across internal teams and external stakeholders.

 

Position Responsibilities

• Manage complex calendars, including internal and external meetings, strategic planning sessions, and high-priority engagements
• Coordinate national and international travel logistics, accommodations, transportation, and expense processing
• Proactively anticipate the needs of supported executives, identifying and addressing potential challenges and opportunities to ensure smooth operations and strategic alignment
• Draft, edit, and prepare executive-level correspondence, presentations, talking points, reports, and other materials
• Handle highly sensitive and confidential information with the utmost integrity and discretion
• Track, prioritize, and help drive the completion of key deliverables and follow-ups in coordination with cross-functional teams and leadership
• Serve as a point of contact for executive visits to/from IMG Academy, managing logistics and ensuring a positive guest experience
• Maintain well-organized executive offices, including supply management, mail distribution, and general administrative support
• Represent the executive office with professionalism, responsiveness, and discretion in all communications and engagements
• Support contract-related processes, including preparation, formatting, drafting, and finalization of agreements as directed
• Perform additional administrative duties and special projects as assigned
• Adhere to all company policies, procedures, and business ethics standards

Knowledge, Skills, and Abilities

• Bachelor's Degree
• 3+ years of experience providing executive or senior-level administrative support, preferably to multiple leaders in a fast-paced, high-stakes environment
• Advanced proficiency in Microsoft Office Suite, including PowerPoint, Word, and Excel
• Exceptional written and verbal communication skills, with strong editing, formatting, and presentation abilities
• Demonstrated ability to manage competing priorities, anticipate needs, and exercise sound judgment under pressure
• Strong interpersonal and relationship-building skills with a professional and polished demeanor
• Proven track record of handling sensitive and confidential information with discretion
• Highly organized, adaptable, proactive, and detail-oriented

Preferred Skills

• Bilingual