Principal Executive Assistant

Job Overview

Does your background include a wide array of administrative duties? We’re looking for a dynamic team player to join our team as an Executive Assistant where you’ll provide high-level administrative support to an assigned executive in a range of activities from calendar management, scheduling and coordinating meetings, to preparing and organizing abstract materials for upcoming meetings and presentations.

About the Role

At ICIMS, we’re dedicated to helping organizations find and hire the people who shape their future and drive their business forward. With a focus on AI-driven insights and automation, we help organizations improve hiring outcomes while driving measurable impact.

Responsibilities

• Proactively manage calendars for assigned leaders with the ability to schedule and prioritize meetings, resolve schedule conflicts, and stay several steps ahead to maintain efficiency
• Research, prioritize, and follow up on incoming issues and concerns addressed to business leader, including those of a sensitive or confidential nature
• Handle such information with professionalism, discretion, and urgency
• Arrange complex and detailed travel itineraries and compile documents for travel-related meetings
• Complete corresponding travel & expense reports monthly
• Engage in problem solving and initiate proactive / preventative measures as needed with minimal oversight and guidance needed
• Maintain high level of professionalism in dealing with senior business leaders inside and outside the organization
• Interact with administrative counterparts at iCIMS’ parent company to assist with Board of Director Meetings or other meetings relevant to the portfolio of companies
• React with appropriate urgency to situations that require a quick turnaround
• Act as a point of contact for assigned leaders, redirecting messages, and following up as necessary
• Assist in the preparation of administrative reports including the gathering and assimilation of information
• Organize and file correspondence/documents according to retention guidelines
• Prepare correspondence on behalf of executive management; type letters and reports from rough drafts, making necessary grammatical, spelling and punctuation changes
• Prepare documents/packages for meetings
• Collaborate with other Executive Assistants to ensure appropriate administrative coverage across the business
• Assist with special projects as assigned; track and help drive completion of key deliverables
• Participate in other activities/projects at the discretion of management
• Communicate with employees at all levels of the organization to gather or convey information
• General administrative duties as requested
• Consistently ensures that business is conducted with integrity at all times and that behavior aligns with iCIMS policies, procedures, and values

Qualifications

• A minimum of eight (8) years of experience providing administrative support to high-level executives required
• Strong organizational skills and attention to detail including the ability to handle complex calendar coordination required
• Advanced proficiency with Word and Outlook required
• Strong relationship skills and ability to maintain interpersonal relationships and stakeholder management
• Highly resourceful team-player, with the ability to be extremely effective independently
• Demonstrated business acumen and desire to learn the business
• Pioneered ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
• Strong verbal and written communication skills
• Ability to work in a fast-paced environment is essential
• Strong problem-solving and decision-making capability

Benefits

Competitive health and wellness benefits include medical, dental, vision, 401(k), dependent care, short term and long-term disability, life and AD&D insurance, bonding and parental leave, mindfulness resources, an open vacation policy, sick days, paid holidays, quiet hours each workday, and tuition reimbursement. Benefits and eligibility may vary by location, role, and tenure.

Learn more here: https://careers.icims.com/benefits