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Robert Half Logo Robert Half · Office Administration

Executive Assistant

United States, Vienna · Job Posted February 14, 2026
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Job Description

This Executive Assistant position is for someone who can maintain various administrative duties for executive management. In this role, you will provide high-level administrative support to executives while overseeing office operations and ensuring smooth day-to-day functionality. This position requires exceptional organizational skills, the ability to manage sensitive information, and a proactive approach to problem-solving.

Job Responsibility

  • Manage daily office operations, including ordering supplies, handling mail, and maintaining communication between departments, clients, and vendors
  • Coordinate and oversee the planning of company events, ensuring timely follow-ups and evaluations post-event
  • Prepare and submit accurate expense reports while maintaining compliance with company policies
  • Assist with special projects by conducting research, compiling data, and preparing detailed summaries
  • Organize and maintain confidential records and files in both physical and digital formats
  • Handle sensitive information with professionalism and discretion at all times
  • Screen incoming calls and visitors, directing high priority matters to the appropriate executive
  • Schedule and prepare for meetings by creating agendas, distributing materials, and taking detailed minutes, while ensuring follow-ups are completed
  • Manage complex executive calendars, including scheduling appointments, meetings, and travel arrangements
  • Coordinate all aspects of domestic and international travel, including bookings, itineraries, and expense management

Requirements

  • Proven experience in an executive assistant or office manager role, preferably supporting executives
  • Strong proficiency in calendar management, meeting coordination, and travel arrangements
  • Exceptional organizational and multitasking skills with a keen eye for detail
  • Ability to handle sensitive and confidential information with utmost discretion
  • Excellent verbal and written communication skills
  • Proficiency in using office software such as Microsoft Office Suite and other productivity tools
  • Strong problem-solving skills and the ability to work independently
  • Experience in event planning and coordination is highly desirable

What we offer

  • medical
  • vision
  • dental
  • life and disability insurance
  • company 401(k) plan
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