Position Summary
The Executive Assistant provides high-level administrative support to the Aptyx executive team. This role is responsible for managing complex schedules, coordinating travel, processing expense reports, and removing routine administrative work from executives' day-to-day responsibilities.
The successful candidate will be highly organized, proactive, discreet, and comfortable balancing competing priorities. They will anticipate needs, resolve scheduling and logistical issues independently, and create efficient processes that allow the executive team to focus on strategic, high-value work.
Essential DutiesResponsibilities
Calendar and Schedule Management
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Manage complex calendars for Aptyx executives, including internal meetings, customer appointments, conferences, and company events.
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Prioritize meeting requests based on urgency, business value, and executive availability.
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Proactively identify and resolve scheduling conflicts, allowing adequate time for preparation, travel, and focused work.
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Coordinate meetings across departments, organizations, locations, and time zones.
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Prepare executives for upcoming commitments by providing agendas, relevant documents, and logistical details.
Travel Coordination
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Plan and book domestic and international travel, including flights, lodging, ground transportation, and other arrangements.
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Develop clear, detailed itineraries that account for meeting schedules, time zones, travel time, and executive preferences.
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Monitor travel plans and respond quickly to delays, cancellations, or itinerary changes.
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Maintain executive travel profiles, loyalty-program information, and relevant preferences.
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Ensure travel arrangements comply with company policies and budget expectations.
Expense Administration
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Prepare and submit accurate, timely expense reports for the executive team.
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Collect, organize, and reconcile receipts, credit-card transactions, and supporting documentation.
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Review expenses for accuracy, appropriate coding, and compliance with company policy.
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Follow up on missing information and resolve discrepancies with Finance or vendors.
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Maintain organized expense and travel records.
Executive and Administrative Support
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Serve as a central point of coordination for the executive team and its internal and external stakeholders.
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Manage routine administrative requests, correspondence, forms, approvals, and follow-up activities on behalf of executives.
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Screen and prioritize meeting requests, communications, and other demands on executives' time.
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Prepare and format presentations, reports, meeting materials, correspondence, and other business documents.
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Coordinate leadership meetings, including scheduling, agendas, room or technology setup, and material distribution.
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Track action items and follow up with responsible parties when requested.
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Identify administrative tasks that can be standardized, delegated, automated, or eliminated.
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Support special projects, leadership events, and other executive-team priorities as needed.
Qualifications
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Demonstrated ability to manage complex calendars, travel arrangements, and expense reporting.
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Strong proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, and related business applications.
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Excellent written and verbal communication skills.
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Strong organizational skills and exceptional attention to detail.
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Sound judgment and the ability to make appropriate decisions with limited direction.
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Ability to manage multiple priorities and adjust quickly as business needs change.
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Demonstrated discretion in handling confidential and sensitive information.
EducationExperience
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High school diploma or equivalent required; associate's or bachelor's degree preferred or an equivalent combination of education and experience.
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Three or more years of experience providing administrative or executive-level support; experience supporting multiple executives is strongly preferred.
Work Requirements (if applicable)
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Ability to work outside standard business hours occasionally to support urgent schedule or travel changes.
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Ability to manage communications across multiple time zones.
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Limited travel may be required.
Success in this role will be demonstrated by:
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Accurate, well-prioritized calendars with minimal avoidable conflicts.
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Complete and reliable travel arrangements, with timely responses to disruptions.
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Accurate expense reports submitted within established deadlines.
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Reduced administrative workload for the executive team.
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Effective preparation and coordination of executive meetings and commitments.
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Consistent follow-through, timely communication, and strong stakeholder service.
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Improved administrative processes that save executive time and reduce friction.
