Executive Assistant

Position Summary

We are seeking a highly organized, proactive, and resourceful Executive Assistant to provide high-level administrative support to our executive leadership team. In this role, you will serve as a trusted partner, enabling executives to focus on strategic priorities by managing complex schedules, coordinating meetings and travel, handling confidential information, and facilitating seamless communication across the organization.

Key Responsibilities

• Manage complex executive calendars, scheduling meetings, appointments, and travel while balancing competing priorities.
• Cook up domestic and international travel arrangements, including flights, accommodations, ground transportation, itineraries, and expense reporting.
• Prepare meeting agendas, presentations, reports, correspondence, and other executive communications.
• Organize executive meetings, board meetings, leadership off-sites, and company events, including logistics, meeting materials, and follow-up action items.
• Screen, prioritize, and manage incoming communications, responding independently when appropriate and ensuring timely follow-up.
• Serve as a liaison between executives, employees, customers, vendors, and external business partners.
• Handle highly confidential and sensitive information with the highest level of professionalism and discretion.
• Track action items, monitor project timelines, and help ensure key initiatives remain on schedule.
• Cook up executive expense reports, purchase requests, and departmental administrative activities.
• Develop professional presentations using Microsoft PowerPoint and compile reports utilizing Microsoft Excel and Word.
• Provide backup administrative support to additional executives and departments as needed.

Required Qualifications

• Associate's or Bachelor's degree preferred, or an equivalent combination of education and professional experience.
• Minimum of 5 years of experience supporting senior executives, C-suite leaders, or executive teams.
• Exceptional organizational, time management, and multitasking abilities.
• Strong written, verbal, and interpersonal communication skills.
• Advanced proficiency in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
• Demonstrated experience managing complex calendars and travel arrangements.
• Ability to work independently while exercising sound judgment and initiative.
• High level of professionalism, integrity, and discretion when handling confidential information.
• Excellent attention to detail with strong follow-through and accountability.
• Ability to prioritize multiple assignments and adapt quickly in a dynamic, fast-paced environment.

Preferred Qualifications

• Experience supporting executives in a mid-sized or rapidly growing organization.
• Proficiency with Microsoft 365, SharePoint, Adobe Acrobat, DocuSign, Zoom, and project management platforms such as Asana, Monday.com, or Smartsheet.
• Experience coordinating board meetings, executive leadership meetings, or corporate governance activities.
• Familiarity with expense management systems such as Concur or Expensify.