Executive Assistant

Role Overview

• Provide comprehensive administrative support to senior leadership, ensuring efficient day-to-day operations.
• Exercise discretion and maintain strict confidentiality when handling sensitive information.
• Anticipate leadership needs and proactively address issues before they escalate.
• Manage complex executive calendars, including prioritization of meetings and conflicting demands.
• Make real-time scheduling decisions using sound judgment aligned to business priorities.
• Communicate last-minute changes clearly via email, phone, and/or text as appropriate.
• Coordinate and manage travel for the leaders and provide support to the team as required.
• Ensure travel plans are efficient and aligned with business needs.
• Prepare and submit accurate and timely expense reports in compliance with company policies.
• Plan, schedule, and organize internal and external meetings, including logistics, materials, and follow-up.
• Attend staff meetings to document minutes, track action items, and ensure follow-through.
• Coordinate team events, leadership meetings, and off-site sessions as needed.
• Plan and execute onboarding and offboarding for employees and contractors.
• Independently manage all system access, equipment, and cross-company transfer requirements.
• Ensure new hires are fully onboarded and set up for success from day one.
• Maintain department organization charts, distribution lists, and team documentation.
• Serve as a key point of contact for administrative coordination across teams.
• Support a virtual and geographically dispersed workforce.
• Coordinate help desk support to resolve technology issues.
• Order and manage equipment and office supplies using internal systems.
• Partner with Corporate Real Estate on workspace planning and changes.
• Support audio, video, and conferencing technology for meetings and presentations.
• Draft, edit, and finalize correspondence, emails, presentations, reports, and spreadsheets.
• Prepare PowerPoint presentations and Excel tracking tools to support leadership reporting.
• Ensure communications are clear, professional, and aligned with organizational standards.
• Lead or support special projects such as team-building activities, recognition programs, and philanthropy efforts.

Requirements

• 7+ years of progressively responsible administrative or executive support experience.
• Experience supporting senior leaders in a large, complex organization; Fortune 500 experience preferred.
• Advanced proficiency in Microsoft Word, Excel, PowerPoint, and Outlook, including calendar management.
• Strong interpersonal skills with the ability to work effectively with all levels of the organization.
• Excellent verbal and written communication skills.
• Highly organized, detail-oriented, and capable of managing multiple priorities.
• Proven ability to work independently while exercising sound judgment and discretion.
• Flexible, solutions-oriented, and able to adjust priorities quickly.
• High degree of professionalism, integrity, and accountability.
• Experience supporting a virtual or hybrid workforce.
• Technical comfort with audio/visual equipment and mobile and desktop devices.
• Ability to troubleshoot technology issues in partnership with Technology teams.
• Willingness to travel to other company locations or off-site meetings as needed.

Benefits

• Health insurance
• 401(k) matching
• Paid time off
• Flexible work arrangements