Executive Assistant

About the role

To provide high-level administrative support to members of SHINE’s executive team. The Executive Assistant manages complex calendars, travel, meetings, correspondence, and reporting for assigned executives, and supports occasional projects as assigned. The role requires exceptional attention to detail, sound judgment, and the ability to manage competing priorities for multiple leaders.

Responsibilities

• Manages complex, frequently changing calendars for assigned executives; anticipates conflicts and prioritizes time around business needs.
• Schedules executives’ personal appointments that affect their work calendars, handling those details with discretion.
• Arranges detailed travel plans, itineraries, and agendas; prepares and reconciles expense reports accurately and on time.
• Coordinates internal and external meetings, including logistics, agendas, materials, and follow-up on action items.
• Drafts, edits, and proofreads correspondence, reports, and presentations to a high standard of accuracy and professional polish.
• Builds and maintains spreadsheets, trackers, and reports in Excel, and creates and formats executive-ready presentations in PowerPoint.
• Serves as a point of contact between assigned executives and internal teams, external partners, and other stakeholders.
• Prioritizes competing requests from multiple executives and follows through on tasks to completion, often under tight deadlines.
• Proactively identifies work that can be taken off executives’ plates and helps them protect their time.
• Maintains organized and confidential files, records, and contact information.
• Provides coverage and support for