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RRS Group is seeking an exceptionally organized, proactive, and polished Executive Admin Assistant to serve as a strategic partner supporting multiple executives within our Marketing & Communications organization.
In this role, you will be the operational backbone of a fast-paced, globally distributed team — anticipating needs before they arise, managing highly complex executive calendars with senior leadership exposure, and ensuring every meeting, trip, event, and stakeholder interaction is executed seamlessly.
This is a high-trust, high-impact opportunity where professionalism, discretion, executive presence, and strong judgment are essential.
You will work at the intersection of strategic coordination and day-to-day operational excellence while leveraging modern AI tools and automation to improve efficiency, communication, and workflow management.
If you thrive in dynamic environments, enjoy solving problems before they happen, and take pride in being highly dependable and detail-oriented, we encourage you to apply.
Application Submission Deadline
May 15, ****
Responsibilities
Proactively manage complex executive calendars across multiple time zones while anticipating scheduling conflicts and shifting priorities
Coordinate a high volume of internal and external meetings including leadership meetings, cross-functional reviews, customer meetings, vendor briefings, off-site events, Zoom meetings, and one-on-ones
Organize meeting logistics including conference rooms, food orders, presentation setup, agendas, and note-taking support
Serve as a reliable point of coordination between executives, leadership teams, customers, vendors, and business partners
Meeting Preparation & Executive Support
Prepare agendas, briefing documents, presentation materials, and meeting summaries in advance of executive meetings
Ensure meetings have clear objectives, context, and supporting documentation
Assist executives with follow-up action items and operational tracking
Travel & Logistics Coordination
Manage complex domestic and international travel arrangements including flights, hotels, transportation, itineraries, and event logistics




Coordinate travel-related documentation, schedules, and vendor communications
Support executive attendance at conferences, customer meetings, and company events
Financial & Administrative Support
Prepare and submit expense reports accurately and in a timely manner
Process invoices, vendor payments, and coordinate with Finance regarding budget tracking and approvals
Maintain organized records and administrative documentation
Strategic Projects & Onboarding Support
Partner closely with Business Operations teams to support organizational processes and executive priorities
Assist with special projects, team initiatives, and event coordination
Support onboarding activities for new hires including equipment requests, workspace preparation, onboarding schedules, and team coordination
Coordinate onboarding for vendors and external agencies including access requests and documentation
Submit and manage IT and Help Desk requests as needed
Required Qualifications
Must speak, read, and write fluent English
5+ years of Executive Assistant or Executive Admin experience supporting VP-level leaders or above
Experience working in fast-paced corporate, technology, marketing, or professional services environments
Strong organizational skills with the ability to manage multiple priorities simultaneously
Proven experience handling highly complex calendars, executive communications, and confidential information
Excellent written and verbal communication skills
Strong problem-solving abilities with a proactive, "one-step-ahead" mindset
Experience coordinating domestic and international travel logistics
High level of professionalism, discretion, and attention to detail
Advanced proficiency with Microsoft Outlook, Word,



PowerPoint, Zoom, and expense management tools such as Concur
Comfortable leveraging AI-powered tools and technology to improve productivity, workflow automation, communication, and operational efficiency
Preferred Qualifications
Experience supporting executives within marketing, communications, events, or technology organizations
Background in high-growth or global companies
Experience coordinating corporate events, conferences, or executive off-sites
Experience managing vendors, agencies, and external business partners
Active user of AI tools with demonstrated ability to improve operational efficiency and workflow execution
What Can You Expect From Us
Opportunities to learn and develop every day through a wide range of programs
Internal digital platforms that promote self-learning
Development programs according to leadership skills
Specialized training according to the role
Learning experiences with internal and external providers
Recognition programs for seniority, behavior, leadership, and moments of life
Financial wellness programs that will help you reach your goals in all stages of life
A flexibility program that will allow you to balance your personal and work life, adapting your working day to your lifestyle
Family-friendly benefits including WellnessLine, thousands of agreements and discounts, scholarship programs for children, aid plans for different moments of life
Work Hours
Varies upon the needs of the general department.
Equal Employment Opportunity
RRS Company is an EEO Employer.
Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability or protected veteran status.
RRS will also consider for employment qualified applicants with criminal histories in a manner consistent with EEOC guidelines and applicable local law.
RRS Group will consider for employment qualified applicants with criminal histories in a manner consistent with applicable local law.
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