Executive Assistant

Position Summary The Executive Coordinator provides administrative, scheduling, travel, and event-planning support primarily to the President and COO, while also assisting other members of the senior leadership team as needed. The ideal candidate is highly organized, proactive, detail-oriented, and comfortable managing multiple priorities in a fast-paced environment. A strong background in corporate events, meeting planning, and group travel coordination is essential. Key Responsibilities Executive Support and Calendar Management Manage complex executive calendars, including internal and external meetings across multiple schedules and time zonesCoordinate meeting requests, resolve scheduling conflicts, and ensure time is aligned with executive prioritiesAnticipate scheduling needs and communicate changes clearly to attendees and stakeholdersCoordinate recurring leadership, divisional, and company meetingsMaintain discretion when handling confidential or sensitive information Travel Coordination Book and manage executive travel, including flights, hotels, ground transportation, and detailed itinerariesCoordinate group travel and accommodations for quarterly team events, leadership meetings, and company offsitesMonitor travel plans and respond to last-minute changes, cancellations, and other disruptions Event and Meeting Planning Lead the planning and execution of quarterly team events, leadership meetings, retreats, company offsites, and onsite eventsCoordinate venues, room blocks, catering, audiovisual needs, transportation, meeting spaces, and other event logisticsDevelop event schedules, run-of-show documents, attendee communications, and supporting materialsPartner with internal teams and external vendors to ensure events are delivered successfullyProvide onsite support and troubleshoot issues during meetings and events Meeting and Presentation Support Coordinate agendas, presentations, and supporting materials for leadership and divisional meetingsCollect and organize slide content from presenters and send deadlines and remindersEnsure meeting materials are complete, accurate, and distributed on timeSupport follow-up communication and track action items when needed Expense and Administrative Coordination Prepare and submit executive expense reports through Ramp, ensuring expenses are accurate, documented, and submitted on timeTrack receipts and follow up on missing documentation or required approvalsMaintain organized files, records, contact information, and other administrative resourcesSupport special and ad hoc projects as needed Cross-Functional Coordination Serve as a liaison between executives, internal teams, external partners, and vendorsCoordinate across departments to keep projects, meetings, and events moving forwardIdentify potential scheduling or logistical issues early and recommend solutionsBuild strong working relationships throughout the organization Requirements Previous experience in executive support, executive coordination, corporate events, hospitality, meeting planning, or a related fieldDemonstrated experience planning professional events, meetings, offsites, or group travelStrong calendar-management and travel-booking experienceExcellent organizational skills and attention to detailAbility to manage multiple deadlines and shifting priorities with minimal supervisionStrong written and verbal communication skillsSound judgment and the ability to handle confidential information appropriatelyStrong problem-solving skills and a proactive, service-oriented approachProficiency with Microsoft Outlook, PowerPoint, Excel, Teams, and other business technologyExperience with Ramp or a similar expense-management platform is preferredAbility to travel and provide onsite event support as needed Benefits We offer a full benefits package that includes medical, dental, vision, STD/LTD, life and voluntary life, 401k with employer matching, paid holidays, and up to 20 days PTO in the first three years. Application Deadline: We anticipate reviewing applications through November 28th, 2026. Compensation: $75,000 - $100,000