Executive Assistant IV

Key Responsibilities

• Executive Support & Calendar Management: Manage complex calendars, including scheduling meetings, coordinating priorities, and arranging domestic and international travel. Anticipate scheduling conflicts and proactively adjust to optimize executive time.
• Communication & Stakeholder Management: Serve as a primary point of contact for internal and external stakeholders; screen calls and visitors with professionalism and discretion. Handle and resolve routine and sensitive inquiries independently where appropriate.
• Meeting & Event Coordination: Coordinate meeting logistics including conference room bookings, virtual setup, materials preparation, and catering. Capture and distribute meeting notes, action items, and follow-ups.
• Administrative & Operational Support: Draft, edit, and format correspondence, presentations, and reports. Support internal processes and contribute to improving administrative systems and team workflows.
• Financial & Systems Administration: Prepare and submit expense reports, vouchers, and invoice approvals in a timely and accurate manner. Manage IT requests and other internal system needs for executives.
• Team & Culture Support: Assist in planning and executing team events, offsites, and engagement activities. Support visitor management (including VIP badges and tours), and contractor ID renewals.
• Compliance & Workplace Operations: Ensure adherence to company policies, procedures, and safety practices in all administrative processes.

Qualifications

• High school diploma or equivalent required.
• Prior experience operating in an Executive Assistant role, 5 years direct experience, 10+ years work experience in related roles.
• Demonstrated proficiency in typing and digital system management.
• Advanced skills in Microsoft Office Suite, particularly Outlook, Teams and Word, with working knowledge of Excel and PowerPoint strongly preferred.
• Strong written and verbal communication skills, with the ability to effectively interact with employees at all levels, including senior leadership and external partners.
• Proven interpersonal skills with the ability to coordinate and influence activities across teams.
• High attention to detail, ensuring accuracy in documentation, communications, and deliverables within established timelines.
• Ability to manage and coordinate multiple priorities across projects involving diverse stakeholders, including internal teams and external vendors.
• Strong organizational and prioritization skills, with the ability to work independently, manage competing demands, and operate effectively with minimal supervision.
• Demonstrated ability to establish and improve administrative processes, workflows, and office procedures.
• Internal candidates must be in good standing and performing satisfactorily in their current role.
• Where permitted by applicable law, candidates must be fully vaccinated against COVID-19 by the date of hire (applies to U.S.-based roles for external applicants).