Lead Assistant, Executive

Posting date: 11/9/26

About the role

Provides executive administrative support to C-level executive and other senior leader(s). Administrative execution including management of email communication, coordinating meetings, managing calendar, and general prioritization/time management. Assists executive staff with special projects by compiling materials for submission, responding to requests, and administrative support. Coordinates travel arrangements.

Responsibilities

• Coordinate and schedule meetings and ensure executive(s) are aware of upcoming commitments and responsibilities
• Support special projects
• Prepare drafts and finalize correspondence, reports, statistical data, memoranda, and related material as directed
• Research and abstract information and supporting data in preparation for meetings, work projects, reports, etc.
• Work autonomously, set priorities, and make independent decisions of a complex nature
• Plan and provide administrative and logistical support to assigned program meetings/trainings; coordinate meeting responses, support pre- and post-meeting communications, arrange logistical aspects of meetings (e.g., catering, equipment, room arrangements, preparation of meeting materials and documents), and take, produce, and distribute minutes
• Prepare and deliver briefings prior to meetings when needed
• Ensure all processes are successfully completed regarding workbaskets, check disbursements and expense statements
• Maintain effective working relationships with other departments
• Prioritize, organize, and provide all general administrative support to the team strategy and assigned programs
• Recommend changes to and assist with the development of administrative procedures or processes to increase the effectiveness of program operations
• Produce and distribute a variety of materials in diverse formats including correspondence, meeting agendas and minutes, forms and program materials
• Serve as back-up to CEO Admin including support to CEO/CFO, board meeting logistics and materials

Requirements

• Approximately 5 years of prior experience supporting team members at the C-level or equivalent
• High School Diploma/GED required
• Associate's Degree in Secretarial Science and/or CPS designation preferred

Skills

• Responsive, sense of urgency, plans ahead (strategic) while executing on a day-to-day basis (tactical/operational); highly motivated to get things done, takes initiative
• Expert knowledge of the job and function; strong knowledge of overall organization and knowledge of other functions' work activities
• Rigorous organizational and prioritization skills
• Strong background in client management, calendaring, travel
• Strong communicator with excellent, concise communication skills (written and oral)
• Ability to handle confidential matters
• Represent executive, operate with little oversight
• Office administrative practices and procedures, including records and file management
• Business software including intermediate Word, Excel, PowerPoint and Outlook
• Use of the internet for research and web-based applications
• Knowledge of budgetary and financial record keeping techniques, including processing of invoices and contracts
• Competencies: Plans & Aligns, Decision Making, Communicates Effectively, Builds Networks, Action Oriented

Benefits

• 401(k) and Defined Contribution Plan
• Employee Stock Purchase Plan
• Medical, prescription, dental and vision coverage
• Disability insurance
• Paid time off
• Life insurance
• Voluntary benefits
• Health and wellness programs
• Learning opportunities and work experiences for professional growth

Pay

Base salary range: $87,984 – $98,648. Eligible for annual incentive pay with opportunity for continued salary growth. Base salary determined based on factors such as market, geography, skills, education and/or experience.