Executive Assistant

About the Role

This role serves as a trusted partner to the company President, anticipating needs and providing seamless support for complex schedules, communications, and departmental priorities. The Executive Assistant ensures smooth daily operations by coordinating high-level meetings, preparing and managing confidential documents, and serving as a central point of communication between the President and the broader leadership team. This position requires professionalism, discretion, and a proactive approach to supporting leaders in a dynamic, fast-paced environment.

Responsibilities

• Serves as primary assistant to the President, anticipating needs related to schedules and activities and providing administrative or clerical support.
• Manages executive calendar, ensuring priorities are properly aligned and the President remains on schedule amid changing business needs.
• Coordinates global travel arrangements, including itineraries and reservations; prepares and submits expense reports promptly.
• Communicates, follows up, and acts as a liaison with department leadership regarding project and report data due to the President.
• Ensures agenda, PowerPoint, and documents for discussion are distributed in advance to meeting attendees.
• Prepares and distributes minutes of meetings.
• Screens telephone calls, visitors, and appointments; provides information or refers appropriately.
• Opens, reads, and screens mail addressed to the supervisor; responds to routine correspondence as instructed.
• Responds to email as instructed.
• Schedules calendar commitments for the President, including meetings, conferences, and travel logistics.

Qualifications

• Minimum five years of administrative or executive support experience preferred.
• Demonstrated integrity, discretion, and judgment in previous roles.

Skills

• Expert proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Advanced calendar management skills, including scheduling across multiple time zones.
• Exceptional written and verbal communication, with strong attention to detail.
• Proven ability to handle confidential information with discretion and professionalism.
• Strong organizational and time-management abilities, with the capacity to balance multiple priorities.
• Experience coordinating complex travel arrangements and itineraries.
• Ability to work independently, exercising sound judgment in a fast-paced, deadline-driven environment.
• Experience planning and executing meetings, events, and presentations.
• Proficiency with expense reporting systems and purchase order processes.
• Ability to build and maintain strong relationships across all levels of the organization.
• Willingness to support occasional off-hours needs based on business demands.