Executive Administrative Assistant

• Provide direct administrative support to senior leadership, including calendar management, meeting coordination, and document preparation.
• Organize internal and external meetings and maintain confidentiality with sensitive information.
• Prepare reports, proposals, and presentations for executive use.
• Manage incoming calls and front door access.
• Handle mail distribution and filing.
• Assist team members with overflow administrative tasks.

• Order and maintain inventory of office supplies.
• Support planning and coordination of company events.

• Coordinate travel arrangements for staff and field crews, including flights, lodging, rental vehicles, and per diem allocations.
• Set up accounts and negotiate rates with travel partners.
• Ensure compliance with company travel policies and manage travel-related documentation (e.g., itineraries, receipts, approvals).
• Troubleshoot and support real-time travel changes, delays, and issues.
• Maintain accurate travel records and expense reports.

• 3+ years of experience as an Executive Assistant, Travel Coordinator, or similar administrative support role.
• Prior experience coordinating travel for crews, field workers, or construction teams strongly preferred.
• Strong organizational and multitasking skills; ability to manage shifting priorities under tight deadlines.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel).
• Familiarity with travel booking platforms and expense management systems.
• Ability to maintain confidentiality and demonstrate professionalism in all interactions.

Millstone Weber LLC