Executive Assistant (EA)
General Purpose of the Job
The Executive Assistant provides high-level administrative and operational support to senior executives, enabling them to focus on strategic leadership and decision-making. This role acts as a trusted partner, managing complex calendars, communications, and project while serving as a liaison between the executive and internal or external stakeholders. The Executive Assistant ensures seamless coordination of executive activities and contributes to the overall efficiency and effectiveness of the leadership team.
Essential Duties & Responsibilities
Manage and optimize the executives’ calendars, including scheduling meetings, appointments, and travel
Draft, proofread, and manage internal and external communications on behalf of the executive
Communicate and Liaison: Serve as primary point of contact between the executive and internal/external stakeholders
Serve as primary point of contact between the executive and internal/external stakeholders
Screen and prioritize emails, calls, and requests to ensure efficient communication flow
Manage the Investor Relations inbox
Monitor the Investor Relations website and ensure updates are made in a timely manner
Manage various press release processes, including the quarterly earnings release and drafting the announcement of the earnings release date
Maintain professionalism and confidentiality in all interactions
Organize and coordinate meetings, conferences, and special events
Ensure all logistics are handled, including venue booking, catering, and technology setup
Prepare and distribute materials in advance of meetings
Cook up the logistics for the quarterly earnings webcast
Manage travel and expense management
Arrange complex domestic and international travel itineraries
Process expense reports and reconcile travel and business-related expenses
Support the executive in managing key projects and initiatives
Track deadlines, deliverables, and follow-ups to ensure timely execution
Conduct research and compile data to support decision-making
Facilitate quarterly credit agreement compliance
Maintain organized filing systems (digital and/or physical)
Order office supplies and manage vendor relationships as needed
Aid in onboarding and coordination for new team members
Perform other duties as requested or assigned.
Minimum Qualifications
High school diploma required, Associate’s or Bachelor’s degree preferred
Minimum of 4+ years experience providing administrative support to senior-level executives
Demonstrated experience managing calendars, travel, and communications in a fast-paced environment
Excellent organizational and time management skills
Strong written and verbal communication abilities
High level of discretion and confidentiality
Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and collaboration tools (Teams)
Ability to manage multiple priorities and adapt to changing demands
Proactive, resourceful, and solution-oriented
Ability to work independently and collaboratively
Attention to detail and commitment to accuracy