Executive Assistant

Aptyx is seeking a highly organized and proactive Executive Assistant to provide high-level administrative support to its executive team. The successful candidate will manage complex schedules, coordinate travel, process expenses, and handle routine administrative responsibilities so executives can focus on strategic priorities.

This role requires excellent judgment, discretion, and the ability to manage competing priorities with limited supervision. The ideal candidate will anticipate executive needs, resolve scheduling and logistical challenges, and develop efficient processes that improve productivity and reduce administrative workload.

Key Responsibilities:

• Manage complex executive calendars, including meetings, customer appointments, conferences, and company events.

• Prioritize meeting requests based on business importance, urgency, and executive availability.

• Identify and resolve scheduling conflicts while allowing appropriate time for preparation, travel, and focused work.

• Coordinate meetings across departments, organizations, locations, and multiple time zones.

• Prepare agendas, documents, and logistical information for upcoming executive commitments.

• Plan and book domestic and international travel, including flights, accommodations, and transportation.

• Develop detailed travel itineraries and respond promptly to delays, cancellations, or schedule changes.

• Prepare and submit accurate executive expense reports and maintain supporting documentation.

• Coordinate receipts, credit card transactions, expense coding, and discrepancies with Finance or vendors.

• Handle correspondence, forms, approvals, follow-ups, and routine administrative requests.

• Prepare presentations, reports, meeting materials, business documents, and correspondence.

• Coordinate leadership meetings, including scheduling, agendas, technology setup, and distribution of materials.

• Track action items and follow up with responsible parties when required.

• Identify opportunities to standardize, automate, delegate, or eliminate administrative tasks.

• Support special projects, leadership events, and other executive priorities as needed.

Requirements:

• High School Diploma or equivalent is required; Associate’s or Bachelor’s Degree is preferred.

• Minimum 3 years of administrative or executive-level support experience.

• Experience supporting multiple executives is strongly preferred.

• Excellent written and verbal communication skills.

• Exceptional organizational skills and attention to detail.

• Strong judgment and ability to make appropriate decisions with limited direction.

• Ability to manage multiple priorities and adapt quickly to changing business needs.

• Demonstrated discretion when handling confidential and sensitive information.

• Ability to occasionally work outside standard business hours for urgent scheduling or travel requirements.

• Ability to coordinate communications and schedules across multiple time zones.

• Limited travel may be required.

• Strong knowledge of:

• Microsoft Outlook, Word, Excel, PowerPoint, Teams, and other business applications.

• Executive calendar management, travel coordination, and expense reporting.

• Meeting coordination, business documentation, and confidential administrative support