Executive Assistant

Job Description

This position provides a high level of diversified administrative support to Executives. This position coordinates extensive domestic travel plans, manages executives’ schedules, communications, and meetings. The Executive Assistant serves as a key partner, maintaining strong relationships with internal stakeholders and external partners while ensuring seamless day-to-day operations and execution of leadership priorities.

Job Responsibilities

• Manage dynamic executive calendars, including scheduling meetings, appointments, travel, and special events.
• Cook up and oversee complex domestic travel arrangements, ensuring seamless planning and execution.
• Screen and prioritize incoming communications, including phone calls and messages, responding on behalf of executives when appropriate.
• Serve as a liaison between executives and internal/external stakeholders, ensuring effective and professional communication.
• Provide comprehensive administrative support, including preparing correspondence, reports, and presentations (PowerPoint, Excel, etc.), often involving confidential information.
• Maintain organized records and files, including highly sensitive documents, ensuring confidentiality and accuracy.
• Support planning and execution of meetings and events, including senior-level (top-to-top) engagements, in partnership with vendors and internal teams.
• Aid in charitable and community-related initiatives, including event coordination and administrative logistics.
• Support cross-functional initiatives and special projects, including research, data gathering, and presentation development.
• Partner with internal teams (e.g., Analytics, Operations) to compile insights and support business needs.
• Communicate on behalf of leadership, providing context and clarity to align stakeholders and drive outcomes.
• Collaborate with other administrative professionals to ensure alignment and execution of organizational priorities.
• Other duties, as assigned by the jobholder’s supervisor, may also be required.

Minimum Qualifications

• Bachelor’s degree in related field and/or equivalent training and work experience
• Minimum of 5 years’ experience in administrative position with similar responsibilities supporting Executive Members
• Advanced PC skills using MS Office, including Excel (data organization, basic formulas, filtering) and PowerPoint (formatting and preparing executive-level presentations)
• Must be a results-oriented professional with verbal/written communication skills using diplomacy and discretion as well as customer service skills
• Ability to multi-task, work independently and/or within a team, pay attention to detail and meet deadlines
• Analytic and Reporting skills
• Utilize sound judgement and problem-solving skills
• Ability to work in fast-paced, high-volume, team environment

Preferred Qualifications

• Experience using AI-powered tools (e.g., Copilot) to enhance productivity and workflow efficiency
• Familiarity with data visualization and reporting tools (e.g., Power BI, Web Intelligence [WebI], SAP)

Physical Requirements

• While performing the duties of this job, the employee is regularly required to, stand, sit; talk, hear, and use hands and fingers to operate a computer and telephone