Executive Assistant

Primary Responsibilities

• Manage calendars, schedule meetings, and coordinate travel
• Organize and coordinate meetings, ordering meals as necessary
• Prepare and edit correspondence, communications, presentations, and other documents
• Handle confidential information with discretion
• Liaise with internal staff and external parties on behalf of the executive
• Conduct research, compile data, and prepare reports
• Affiliate with project management and follow-up on action items
• Plan and execute employee events, ensuring all logistics are managed seamlessly
• Manage all new employee onboarding needs, including equipment purchase, software and system access requests, and scheduling all onboarding meetings and training for new hires
• Organize document & data management, utilizing shared network folders and drives with intuitive nomenclature
• Manage office supplies, equipment maintenance, and new equipment orders
• Distribute tickets to company-sponsored events
• Ensure the office environment is organized and efficient
• Prepare invoices and expense reports for processing
• Affiliate with managing office administrative projects by tracking progress, coordinating with team members, and ensuring deadlines are met
• Interface with technology support team and facilities team on behalf of department members
• Anticipate the needs of leadership and proactively address potential issues before they arise
• Handle other administrative duties as required

Position Requirements

• Minimum of 3 years of experience in an executive assistant or similar role
• A positive attitude, a passion for serving others, and the ability to maintain composure under pressure
• Takes a proactive and creative approach to identifying and meeting needs
• Employs best practices with respect to task management and personal productivity tools
• Exceptional organizational and time management skills
• Strong interpersonal & communication skills and ability to interact effectively with a variety of individuals in a prompt and professional manner
• Reliable with a high attention to detail, accuracy, and strong follow-through on tasks and projects
• Thrives in a fast-paced environment and exercises good judgment in decisions and priorities
• Maintains a high level of discretion in all interactions and communications
• Strong proficiency in office software (e.g., Microsoft Office Suite, Asana)
• Ability to work independently and handle multiple priorities
• High level of discretion and professionalism