Executive Assistant

The Brief Overview

The Executive Assistant will coordinate and arrange meetings and events for high-level executives and operational management, manage office supplies, and oversee office equipment.

What You Will Do

• Acts as primary lead for coordinating and arranging meetings and events for high-level executives and operational management internally and externally.
• Serves as the main point of contact between leadership and others to proactively manage daily calendars and meetings for assigned Executive Management and other team members, uses discretion in the screening and prioritizing of leaders' time, and resolves scheduling conflicts.
• Independently answers and/or triages requests for information.
• Manages office supplies inventory and procurement, orders and maintains adequate supplies.
• Covers office equipment maintenance and repairs, ensures functionality, and addresses issues promptly.
• Independently establishes, organizes, and maintains files.
• Provides confidential, timely, and accurate information to facilitate communication and act as an effective liaison between internal and external customers.
• Evaluates, reviews, prepares, and prioritizes documents such as correspondence, announcements, and presentations, and uses judgment to formulate responses or redirects critical issues to leadership for resolution, as appropriate.
• Drafts and prepares correspondence, announcements, and presentations, both internal and external to the company.
• Sets up and manages conference calls and meetings, including preparing and organizing logistics and technical requirements, prepping materials in advance, and overseeing food and other vendors.
• Ensures the physical office meets corporate standards for professional appearance and operational readiness.
• Handles, prepares, and ships packages as needed.
• Arranges complex domestic travel; occasional international travel.
• Led projects independently by researching, preparing, and coordinating material.
• Serves as the primary point of contact for executive-level clients, providing guidance and support on behalf of leadership.
• Assists with projects/transactions in progress, including administrative details, maintaining contract timelines, and document delivery.
• Manages office moves and other various facilities-related tasks, if applicable.
• Oversees the invoice reconciliation process and ensures alignment with department budget and resolves discrepancies, if necessary.

Qualifications

• Bachelor's Degree in Business Administration or equivalent work experience.
• 4-6 years Executive Administrative support experience.
• Experience working in a dynamic environment with a commitment to meeting deadlines.
• Experience using a platform for travel reservations and expense reconciliation.
• Strong time management and organizational skills, and detail-oriented.
• Demonstrated ability to exercise excellent judgment and discretion in handling highly confidential information.
• Strong written and verbal communication skills and proven ability to communicate clearly and professionally with individuals at all levels, internally and externally.
• Ability to handle multiple priorities from various constituents with tight deadlines in a fast-paced environment.
• A high degree of professionalism and a strong work ethic, coupled with a sense of responsibility and integrity.
• Ability to resolve problems independently and work with a high degree of detail, autonomy, and responsibility.
• Strong computer proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.
• Strong computer proficiency in Workday and Canva.
• Strong analytical/problem-solving skills.
• Requires a detail-oriented, self-starter who takes initiative, prioritizes, and works independently with limited direction and multitasking in a busy environment.

Pay

We are committed to offering competitive and equitable compensation. The hiring range for this position is generally between $77,400 - $99,000. We also offer a generous total compensation and benefits package.

Benefits

A competitive salary is only one part of your total rewards. We also offer a comprehensive benefits package, including paid time off, medical, dental, life and disability insurance, HSA/FSA accounts, retirement, rewards programs, and so much more!

EEO/ADA

The Company and its affiliates provides equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.