Executive Admin Assistant

About the role

The Executive Assistant provides high-level administrative, operational, and strategic support to Executive Leaders. This role is responsible for enabling executives to focus on organizational priorities by proactively managing schedules, communications, and administrative operations while exercising sound judgment, discretion, and professionalism.

Responsibilities

• Provide comprehensive, day-to-day support to Executive Leaders, enabling efficiency, focus, and execution.
• Act as a trusted confidant and partner, exercising discretion with highly sensitive and confidential information.
• Anticipate executive needs and proactively resolve issues before they arise.
• Serve as a professional representative of executive leadership internally and externally.
• Manage complex, ever-changing executive calendars, prioritizing meetings and resolving conflicts.
• Schedule and coordinate internal and external meetings, including executive team meetings, board meetings, and client engagements.
• Prepare meeting materials, agendas, presentations, and follow-up items, track action items to completion.
• Arrange travel accommodations and itineraries, ensuring logistical accuracy and efficiency.
• Serve as a primary point of contact between executive leaders and internal teams, clients, and external partners.
• Draft, review, and manage executive communications, correspondence, and announcements as requested.
• Facilitate cross-functional coordination and information flow to support executive initiatives.
• Exercise judgment in handling inquiries and determining appropriate escalation.
• Organize and maintain executive records, documents, and files with accuracy and confidentiality.
• Support planning and execution of executive initiatives, events, and offsites.
• Assist with preparation of reports, dashboards, and summaries for executive review.
• Manage expenses, invoices, and administrative processes aligned with company policies.
• Assist with special projects and strategic initiatives as assigned by executive leadership.
• Track priorities, deadlines, and deliverables to ensure timely follow-through.
• Support continuous improvement by identifying opportunities to streamline executive workflows.
• Partner with HR, Finance, Operations, Sales, and other departments to support executive needs.
• Provide administrative or coordination support to additional leaders or teams as business needs evolve.

Qualifications, Skills and Requirements

• Strong executive presence with excellent verbal and written communication skills.
• Ability to anticipate needs, prioritize effectively, and operate with minimal direction.
• High level of emotional intelligence (EQ) and interpersonal skills.
• Ability to influence, collaborate, and build trust across all levels of the organization.
• Advanced proficiency in Microsoft Office and collaboration tools (Outlook, Word, Excel, PowerPoint, Teams).
• Adaptable, resourceful, and calm under pressure in a deadline-driven environment.

Education, Training and Experience

• Bachelor’s degree preferred or equivalent combination of education and experience.
• 5+ years of experience supporting senior executives or leadership teams.
• Proven experience managing complex calendars, travel, and executive communications.
• Exceptional organizational skills and attention to detail.
• Demonstrated ability to handle sensitive information with discretion and professionalism.

Pay

Your base pay is dependent upon your skills, education, qualifications, professional experience, and location. In addition to base pay, some roles are eligible for variable compensation, commission, and/or annual bonus based on your individual performance and/or the company’s performance.

Benefits

• We also offer eligible employees health, wellbeing, retirement, and other financial benefits, paid time off, overtime pay for non-exempt employees, and robust learning and development programs.
• You will receive reimbursement of job-related expenses per the company policy and may receive employee perks and discounts.

Equal Opportunity Employer

We are committed to cultivating and preserving a culture that celebrates diversity, insists on equity and inclusion, and connects us. Ensuring our people feel seen, valued, respected, and supported is fundamental to our core values and business goals.

Artificial Intelligence

We utilize advanced Artificial Intelligence [AI] technologies to enhance our recruitment process. This includes using AI to filter candidates based on their qualifications and to rediscover potential candidates from our existing applicant pool. Our AI systems help us efficiently identify the best fit for our open positions, ensuring a streamlined and effective hiring experience. However, AI does not replace the humans in our process.