Job Details

Executive Assistant

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 projects 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 and Responsibilities

• Executive Support
  • Manage and optimize the executives' calendars, including scheduling meetings, appointments, and travel
  • Prepare meeting agendas, take minutes, and ensure timely follow-up on action items
  • Draft, proofread, and manage internal and external communications on behalf of the executive
• Communication and Liaison
  • 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
  • Maintain professionalism and confidentiality in all interactions
• Meeting and Event Coordination
  • 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
• Travel and Expense Management
  • Arrange complex domestic and international travel itineraries
  • Process expense reports and reconcile travel and business-related expenses
• Project and Task Management
  • 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
• Administrative Operations
  • Maintain organized filing systems (digital and/or physical)
  • Order office supplies and manage vendor relationships as needed
  • Assist with onboarding and coordination for new team members

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
• Strong interpersonal skills and professional demeanor
• Proactive, resourceful, and solution-oriented
• Ability to work independently and collaboratively
• Attention to detail and commitment to accuracy