Executive Assistant

Role Overview

• Provide dynamic, proactive administrative support to leaders at the Sr. Vice President level and above.
• Manage daily operations of administrative support teams.
• Act as the point of contact between the executive and both internal and external customers.
• Accurately maintain calendar details and manage scheduling.
• Coordinate meetings and appointments for the executive, provide timely reminders, and ensure stakeholder awareness.
• Compile executive communications and presentations, and liaise with key stakeholders in various departments.
• Coordinate domestic and international travel including visa and passport requirements.
• Support large events, tradeshows, and galas.
• Maintain and manage complex calendars, meeting, and travel schedules for C-Suite and/or Executive Vice Presidents and/or Senior Vice Presidents.
• Review and edit internal department communications, reports, and presentations.
• Act as a liaison between executives and staff stakeholders.
• Assist in the planning and execution of internal department events and teambuilding.
• Support onboarding and training for senior team members.
• Manage office operations related to executive teams, including vendor management and purchase requests.
• Support budget tracking and financial documentation for the executive office.

Requirements

• High school diploma or equivalent.
• 1+ years of relevant experience in an Executive Assistant support role.
• 3+ years of relevant experience in an Administrative Assistant support role.
• Advanced in Microsoft Office Suite (Word, Excel, Outlook, Teams, OneNote and SharePoint Online), Travel and Expense Platforms (such as Concur), and Project Management Applications (such as Smartsheet).
• Foundational knowledge with Ticketing Systems (e.g. Service Now), Enterprise Performance Measurement (EPM) Software (e.g. Workday Adaptive Planning), Enterprise Resource Planning (ERP) Systems (e.g. Cost Point), Customer Relationship Management (CRM) Software (e.g. Microsoft Dynamics).
• Proven interpersonal communication skills with personnel at all levels internal and external to the organization, including foreign and military officials.
• Ability to interpret the intent of available guidelines and use considerable judgment in applying them to individual situations.
• Ability to solve a variety of problems of moderate scope and complexity, and contribute to the completion of projects and goals.
• Ability to efficiently manage schedules, prioritize tasks, and organize activities to ensure the executive's time is used effectively.
• Strong verbal and written communication for interacting with high-level executives, customers, and team members, as well as preparing reports, and other correspondence.
• Proficiency in anticipating issues, developing solutions, and handling unexpected challenges with resourcefulness and efficiency.
• The ability to quickly learn new software and systems relevant to the executive's needs.
• Capability to handle sensitive information with the utmost confidentiality and discretion, ensuring that private company matters are safeguarded.
• Comfortable working under pressure and handling high-stakes situations with poise.
• Advanced knowledge of administrative practices including preparing expense reports and purchase requisitions and coordinating meetings, events and travel.

Tech Stack

• ERP

Benefits

• medical, dental, and vision plans
• 401(k) with 150% match up to 6%
• life insurance
• 3 weeks paid time off
• tuition reimbursement
• more