Executive Assistant

POSITION PURPOSE:

The Executive Assistant provides high-volume, high-priority support to a fast-paced senior executive and a team of senior leadership professionals. This role serves as a trusted partner, enabling leadership to operate efficiently by managing complex logistics, anticipating needs, and ensuring seamless coordination across internal and external stakeholders. The ideal candidate is highly organized, proactive, discreet, and thrives in a fast-paced, client-facing environment.

RESPONSIBILITIES:

• Provide comprehensive administrative support to a top-level executive and multiple senior leaders, including calendar management (across multiple time zones), meeting coordination, and travel planning.
• Proactively manage and prioritize competing demands, ensuring leaders are prepared for meetings, presentations, and key engagements.
• Arrange detailed domestic travel itineraries, including flights, accommodations, and logistics; anticipating travel needs and proactively adjust plans as business priorities shift.
• Mange the coordination of meetings including technology and refreshment set-up, preparation of meeting materials (e.g. agenda and presentation), etc.
• Set-up and maintain departmental and/or management files according to established criteria.
• Event planning responsibilities including but not limited to; planning corporate events, and booking related travel.
• Prepare and process expense reports. Reconcile charges to Corporate and/or business credit card(s) and review, approve, code, and process invoices related to departmental expenses including but not limited to:  setting up vendors, ensuring appropriate insurance coverage is obtained and submitted, and tracking payments to ensure timely payments.
• Serve as a reliable point of contact between executives, internal teams, and external partners.
• Handle sensitive and confidential information with the highest level of discretion.
• Performs other duties, including special projects, as assigned.

EDUCATION/EXPERIENCE REQUIREMENTS: (including certification, licenses, etc.)

Bachelor’s degree and/or related experience preferred.
5-10 years of experience in an administrative assistant role.
Experience supporting multiple executives simultaneously, with demonstrated ability to prioritize competing demands, preferably within fast-paced environment.
Proven ability to manage complex calendars and logistics at an executive level.
Strong proficiency in Microsoft Office including Outlook, Word, Excel, PowerPoint required.
Experience with video conferencing software is preferred.
Experience with accounts payable software desirable.
Experience with office equipment such as printers, copiers, scanners, mail metering machines.

ABOUT YOU:

Exercises sound judgment and discretion, making timely, well-informed decisions to resolve issues and navigate competing priorities in a fast-paced environment.
Exhibits a strong ownership mindset, consistently responding to requests with urgency and accountability while ensuring tasks and deliverables are completed accurately and on time.
Maintains a professional, polished presence, serving as a trusted representative of senior leadership and positively reflecting the organization in all interactions.
Communicates with clarity and confidence, effectively engaging with stakeholders across all levels of the organization, including senior executives, external partners, and boards of directors.
Handles sensitive and confidential matters with discretion and tact, responding thoughtfully and effectively to complex or high-stakes inquiries and concerns.
Demonstrates strong business acumen.