Executive Assistant

POSITION PURPOSE:

The Executive Assistant provides high-level administrative, operational, and logistical support to one or more company executives and their corresponding leadership teams. This role serves as a trusted partner, ensuring seamless day-to-day operations, effective communication, coordination with senior staff members  and is a professional representation of the company to internal and external stakeholders.

Due to the nature of the work—including in-person executive support, coordination of company visitors, handling confidential materials, and execution of special projects—this position requires a minimum of four (4) days per week working on-site. Regular in-office presence is an essential function of the role. Remote work is complementary and does not replace the required in-office presence necessary to fulfill the essential functions of this role.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Provide real-time, administrative support to executive(s), including calendar management, meeting coordination, note taking, recording of action items, expense reporting, composing and preparing correspondence, arranging complex and detailed travel, and urgent day-of schedule changes.
• Serve as the primary point of contact for executive(s), responding to immediate needs and facilitating decision-making.
• Prepare, assemble, print, and distribute physical meeting materials, presentations, and briefing packets as needed.
• Maintain executive offices, ensuring readiness for meetings, visits, and confidential discussions.
• Greet and support company visitors, candidates, vendors, and partners in a professional and welcoming manner.
• Coordinate in-person meetings, leadership offsites, itineraries and agendas and special events including room setup, catering, technology readiness, and materials.
• Provide on-site support during meetings and events to address real-time issues and ensure smooth execution.
• Support special projects that require in-person collaboration, coordination, and follow-through with executive leadership and partner teams.
• Provide a bridge for smooth communication between the executive’s office and internal departments, demonstrating leadership to maintain credibility, trust and support with senior management.
• Coordinate closely with other Executive Assistants and functional teams as needed on in-office matters impacting executive leadership, including handling temporary work overloads and providing administrative coverage or back-up support for other executives or departments when needed.
• Plans and leads 10-15 Meetings throughout the year. 
• Manages field hierarchy alignment documents and communication with the organization
• Provides reporting, budgeting, and invoice support to executives
• Handle highly confidential and sensitive information requiring secure, controlled, and professional in-office management.
• Support executive discussions and documentation that necessitate discretion and limited access.
• Support administrative and operational needs tied to physical office presence, including mail handling, document management, office coordination, and executive workspace readiness; share in responsibility of managing front desk/reception area.
• Ensure continuity of executive support during in-office business hours.
• Other activities, duties or responsibilities that are assigned by your supervisor.

QUALIFICATIONS – EDUCATION, EXPERIENCE, LICENSE/CERTIFICATIONS:

To perform this job successfully, an individual must be able to satisfactorily perform the essential functions of the job.  Reasonable accommodation will be made to enable individuals with disabilities to perform the essential functions of the job.  The requirements listed below are representative of the education and/or experience required. 

Education/Work Experience:

High School diploma or equivalent required.

Knowledge, Skills, and Abilities:

• Minimum of 8+ years administrative experience with 5+ years of experience supporting senior level executives in a fast-paced, professional environment.
• Proficiency in standard office and collaboration technology.
• Confidence in execution of administrative initiatives. Must be decisive and able to make fact-based decisions.
• High level of discretion and professionalism. Ability to effectively communicate with internal and external business partners. 
• Strong analytical and problem-solving mindset and skills; meticulous attention to detail
• Ability to prioritize and plan work assignments and work under pressure of frequent and tight deadlines.
• Ability to read, write, and interpret complex reports, documents, and correspondence. 
• Adept at managing and prioritizing competing time sensitive requests while working well in a team atmosphere that may be under pressure.
• Ability to exercise independent judgment on matters of significance to the company.
• Ability to work weekends and extended work schedules as needed.