Executive Assistant

Act as a vital strategic partner to multiple Vice Presidents, contributing to an efficient and strategically aligned operational framework. Serve as a key communication link, establishing trust through anticipating needs, discerning challenges, and navigating complexities. Support effective communications between departments, stakeholders, and executives. This role requires a high degree of confidentiality and professional judgment, along with a broad, proactive mindset to support both assigned executives and the leadership team as a whole.

Responsibilities

• Calendar Management (25%): Comprehensive oversight of complex calendars for multiple VPs, including critical project timelines. Demonstrate composure and concentration while adapting schedules, reprioritizing deadlines, and making rapid decisions regarding schedule adjustments with a clear understanding of broader organizational impact.
• General Administrative Support (35%): Execute a wide range of administrative functions, including preparation of internal communications (e.g., memos, reports), proactive follow-up with internal and external partners, expense report management, coordination of new hire integration (itineraries, onboarding protocols, compliance checklists), and occasional reception/phone coverage (1–2 hours weekly, more for PTO coverage).
• Meeting Administration (15%): Coordinate and manage complex meeting logistics for executive leadership and key stakeholders, both on-site and off-site. Support meeting preparations, including agenda development, compilation of presentation materials, and documentation. Accurately record and distribute meeting minutes, capturing key decisions and action items, and provide real-time support during meetings as needed.
• Travel Administration (15%): Support domestic and international executive travel planning with a focus on efficiency. Develop and manage travel itineraries, proactively anticipate travel needs, navigate logistical challenges, and cultivate vendor relationships to ensure seamless, high-quality, and cost-effective travel experiences.
• Project Support (10%): Provide administrative support for company projects and initiatives, including proofreading, editing, and finalizing materials. Promote interdepartmental collaboration and foster partnerships with cross-functional teams.

Requirements

• Education & Experience: 2+ years of progressively responsible executive assistant experience.
• Technical Skills: Proficiency in Google Workspace (Gmail, Docs, Sheets, Slides) and fluency in emerging technologies. Forward-thinking mindset with the capacity to integrate innovative technology solutions.
• General Knowledge & Abilities:
  • Understanding of business operations with the ability to exercise judgment, discretion, and confidentiality.
  • High-level organizational and time management skills to navigate multiple high-priority tasks in a fast-paced environment.
  • Strong verbal and written communication with meticulous attention to detail.
  • Proactive, strategic problem-solving and decision-making capabilities.
  • Ability to thrive in collaborative team environments and work autonomously.

Work Environment

• Primarily office-based with physical requirements including walking, sitting, standing, and keyboard work.