Executive Assistant

About the role

This isn’t just an administrative position, it’s a chance to create leverage and drive impact. As an Executive Assistant at tms, you’ll be a trusted partner to senior leaders, ensuring they stay focused on high-level priorities so the business keeps moving forward. If you’re ambitious, proactive, and thrive in a fast-paced environment, this is your opportunity to make a difference.

Responsibilities

• On-Site and Office Support: Be the face of the office by welcoming guests, coordinate catering, and ensure meeting spaces are set up for success. Manage logistics for gifts, food, and deliveries with precision and professionalism. Flexibility is key: be ready to step in on-site beyond standard guidelines when business needs demand it.
• Core Administrative Functions: Calendar, Travel, and Expenses: Be the Gatekeeper & Guardian by protecting executives’ time, managing complex calendars, prioritizing strategically, and resolving conflicts. Coordinate domestic and international travel, including documentation like passports and visas. Manage expense reporting with accuracy and compliance, ensuring smooth financial processes. Handle essential operational tasks such as purchase orders and timesheets.
• Meeting and Event Coordination: Drive the planning and flawless execution of large meetings and events—create agendas, coordinate content, manage technology, and run virtual sessions on Microsoft Teams like a pro. Take ownership of professional gatherings, conferences, and team events, including vendor negotiations and logistics.
• Document and Information Management: Keep information flowing: maintain files, manage SharePoint and Teams sites, and ensure accurate communication across platforms. Organize and publish key documents, notes, and updates to keep stakeholders informed and aligned.
• Collaboration and Continuous Improvement: Act as a trusted partner and backup for other Executive Assistants, fostering a collaborative team environment. Challenge the status quo; identify opportunities to streamline processes and implement improvements that drive efficiency and impact.
• Expanded Support and Special Projects: Go beyond the basics by anticipating needs, solving problems before they arise, and adding value beyond the original ask. Support strategic projects, team engagement initiatives, and executive communications, including PowerPoint development and light content creation.

Skills

• Proven Expertise: 5+ years providing top-tier executive support or in similar high-impact roles – we recognize excellence comes in many forms, if you have less than 5 years’ experience, we encourage you to apply.
• Communication Excellence: Exceptional written and verbal skills to convey ideas with clarity and confidence.
• Driven & Dynamic: Self‑starter with a solution‑oriented and ambitious mindset.
• Trusted Professional: Ability to handle sensitive, confidential information with absolute integrity.
• Flexibility & Commitment: Willingness to step in outside standard hours when the mission calls.
• Tech‑Savvy Edge: Experience with Netsuite, Airtable, CoPilot, or other automation tools is a big plus.

Benefits

• Generous medical, dental, vision and other great benefits
• Paid parental and