Executive Assistant

About the role

We are seeking a highly capable Executive Administrative Assistant to support our Vice President of People and the broader People Team. This is far more than a traditional administrative role. You'll serve as a strategic partner, helping drive priorities forward, coordinating critical initiatives, and ensuring our People function operates at its highest level. The ideal candidate combines executive-level administrative expertise with strong business acumen, exceptional organizational skills, and advanced technical capabilities. You are proactive, resourceful, and adaptable, with the ability to manage competing priorities while maintaining professionalism, discretion, and confidentiality.

Responsibilities

• Maintain a high level of confidentiality, integrity, discretion, and judgment
• Executive management of the VP calendar, reports, projects, and to-do list ensuring alignment with business priorities and proactive conflict resolution
• Coordinate internal and external meetings, including executive leaders, consultants, and community partners
• Travel management to include booking of travel arrangements, managing loyalty program memberships, managing travel schedules, and supporting any changes or travel/reservation-related questions
• Serve as a liaison between the VP and internal/external stakeholders with professionalism and strong communication
• Anticipate needs, think ahead, and bring solutions - not just execution
• Develop, build, and enhance executive-level presentations (PowerPoint, Canva a plus), including layout, visuals, graphics, and messaging flow
• Create content beyond formatting and translate concepts into clear visuals, diagrams, and organizational charts from scratch
• Pull, analyze, and organize data using Excel to support reporting and decision-making
• Support creation of dashboards, summaries, and visual storytelling for leadership meetings
• Filing expense reports, including the gathering of receipts and information needed. Experience working in Concur is preferred but not needed
• Records management, document control, conducting research, interpreting data, and proofing documents
• Ad hoc special projects and other personal support as needed
• Prepare and distribute correspondence
• Support People Team initiatives, events, projects, and communications with strong attention to detail and follow-through
• Scheduling and coordination for various recurrent meetings, events, lunches, and speaking engagements. This applies to the VP and their areas of impact – for example – alignment meetings, hands-on-deck, kickoff meetings, etc.
• Responsible for meeting setup (coordinate material, lunch, room organization, teams setup, etc.)
• Coordinate logistics for meetings, speaking engagements, and team events (materials, technology, catering, etc.)
• Partner with office administration team on corporate and company-wide event planning, employee activities, and company-wide initiatives
• Serve as a front-facing point of contact for employee inquiries (email, in-person, and phone), delivering strong customer service
• Maintain organization of files, records, and shared resources
• Support office operations, including supply management, mailers, and event materials (may involve light lifting and hands-on support)
• Collaborate as needed to develop presentations, communication, training material, etc. (formatting, packaging, prepping, meeting assistance) utilizing design tools
• Office Supply/Suite Management duties - ordering supplies, etc
• Works with applicable departments in coordinating outreach activities
• Assist the VP in other duties as needed

Qualifications

• 5+ years of executive administrative experience supporting senior level leaders (executive experience strongly preferred)
• Advanced proficiency in Microsoft PowerPoint and Excel (required)
• Demonstrated ability to build presentations, visuals, and organizational charts from scratch - not just edit/format
• Strong analytical and problem-solving skills with the ability to work with data and translate insights clearly
• Exceptional organizational skills with the ability to manage multiple competing priorities and deadlines
• Strong written and verbal communication skills; polished and professional presence
• High level of discretion, judgment, and integrity when handling confidential information
• Proactive, self-starter mindset with the ability to operate independently and collaboratively

Skills

• Experience with tools such as Power BI, Canva, Adobe Creative Suite, Workday, UKG, or iCIMS is a plus