Executive Assistant

About the role

The Executive Assistant provides high-level administrative and organizational support to Vice Presidents on the Executive Leadership Team. This role operates in a fast-paced, high-volume environment requiring exceptional judgment, discretion, and the ability to manage multiple priorities with accuracy and efficiency. The Executive Assistant serves as a trusted partner to senior leaders, enabling effective execution through proactive coordination, clear communication, and seamless administrative support.

Targeted Outcomes

• Enable Executive Leadership effectiveness through proactive calendar, travel, and administrative management.
• Ensure smooth execution of executive meetings, board-level engagements, and business events.
• Maintain confidentiality, accuracy, and responsiveness across all executive communications and activities.
• Contribute to a collaborative, high-performing administrative team through backup support and shared accountability.

Responsibilities

• Executive Support & Administration
• Manage complex calendars for Vice Presidents, balancing competing priorities and anticipating scheduling needs.
• Serve as a primary administrative point of contact, coordinating across internal teams and external partners.
• Handle sensitive and confidential information with discretion, professionalism, and sound judgment.
• Meetings, Events & Communications
• Plan and execute executive, board-level, and business meetings, including agendas, pre-work, logistics, and follow-up.
• Prepare presentations, reports, spreadsheets, and visual materials that clearly and concisely communicate information.
• Career Development
• Manage expense reporting and procurement card processes in compliance with company policies.
• Enter and track SAP purchase requisitions, including coordination of new vendor setup and payment approvals.
• Maintain organized documentation and records in accordance with company retention policies.
• Team Collaboration
• Act as part of the extended administrative team, providing backup support to peers as needed.
• Contribute to continuous improvement of administrative processes and best practices across the executive support function.

Required Experience

• Bachelor’s degree or equivalent combination of education and experience.
• Minimum of 10 years of progressive administrative experience, with recent experience supporting C-suite or senior executive leaders strongly preferred.
• Demonstrated experience operating in fast-paced, high-volume environments with shifting priorities.
• Proficiency with enterprise systems and tools, including SAP, Concur, and Microsoft Office (Word, Excel, PowerPoint, Outlook, Teams, Adobe Acrobat).

Required Skills

• Exceptional organizational and time-management skills with strong attention to detail.
• Service-oriented mindset with the ability to anticipate executive needs and exercise sound judgment.
• Strong written and verbal communication skills; professional presence and interpersonal effectiveness.
• Ability to manage multiple priorities simultaneously while maintaining quality and accuracy.
• High level of integrity with proven ability to handle confidential information appropriately.
• Resourceful, proactive, and capable of working independently with minimal direction.
• Collaborative team player who builds strong working relationships across the organization.