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.ResponsibilitiesExecutive Calendar & Meeting ManagementProactively manage complex executive calendars across multiple time zones while anticipating scheduling conflicts and shifting prioritiesCoordinate 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-onesOrganize meeting logistics including conference rooms, food orders, presentation setup, agendas, and note-taking supportServe as a reliable point of coordination between executives, leadership teams, customers, vendors, and business partnersMeeting Preparation & Executive SupportPrepare agendas, briefing documents, presentation materials, and meeting summaries in advance of executive meetingsEnsure meetings have clear objectives, context, and supporting documentationAssist executives with follow-up action items and operational trackingTravel & Logistics CoordinationManage complex domestic and international travel arrangements including flights, hotels, transportation, itineraries, and event logisticsCoordinate travel-related documentation, schedules, and vendor communicationsSupport executive attendance at conferences, customer meetings, and company eventsFinancial & Administrative SupportPrepare and submit expense reports accurately and in a timely mannerProcess invoices, vendor payments, and coordinate with Finance regarding budget tracking and approvalsMaintain organized records and administrative documentationStrategic Projects & Onboarding SupportPartner closely with Business Operations teams to support organizational processes and executive prioritiesAssist with special projects, team initiatives, and event coordinationSupport onboarding activities for new hires including equipment requests, workspace preparation, onboarding schedules, and team coordinationCoordinate onboarding for vendors and external agencies including access requests and documentationSubmit and manage IT and Help Desk requests as needed
