Executive Assistant

The Executive Assistant provides high-level administrative and operational support to members of the Executive Leadership Team and reports directly to their assigned executive. Serving as a trusted partner this role manages complex schedules coordinates travel and meetings facilitates communication and ensures the smooth execution of day-to-day priorities. While each Executive Assistant supports a designated executive they also collaborate closely with one another to ensure coordination and alignment across the Executive Leadership Team. The role serves as a central point of coordination across departments supporting organization communication flow and follow-through on key initiatives that drive leadership effectiveness and operational efficiency.

Key Areas of Responsibility

Executive Support Planning & Strategic Coordination

• Serve as a trusted administrative partner to the assigned executive by supporting the prioritization of workflow communications and leadership responsibilities
• Anticipate executive needs by proactively preparing materials identifying potential issues and supporting solutions that enable informed decision-making
• Support executive-level initiatives strategic priorities and special projects as assigned
• Represent the assigned executive with professionalism in internal and external interactions
• Support preparation for executive planning sessions goal-setting activities and leadership reviews
• Assist with maintaining dashboards reporting materials and performance tracking documentation
• Support executive leadership meetings and strategic planning discussions
• Organize information and priorities to help ensure executives remain focused on high-impact matters

Calendar Travel & Meeting Management

• Manage a complex executive calendar including internal leadership meetings client engagements and organizational commitments
• Coordinate domestic and occasional international travel arrangements including itineraries logistics accommodations and related expense documentation
• Prepare meeting agendas briefing materials presentations and follow-up documentation.
• Record and distribute meeting minutes or summaries as needed to document discussions decisions and action items
• Track meeting commitments and action items to support timely follow-through

Communication & Stakeholder Coordination

• Serve as a central coordination point for communications involving the assigned executive(s)
• Draft edit and review executive correspondence reports presentations and other leadership communications
• Coordinate with senior leaders field leadership teams customers vendors and external partners while maintaining professionalism and discretion

Organizational and Operational Coordination

• Support preparation and coordination of Executive Leadership Team meetings leadership offsite meetings and strategic planning sessions
• Maintain organized records documents and confidential materials related to executive activities and initiatives
• Coordinate information and materials across departments including Finance Human Resources Operations and Sales as needed
• Identify opportunities to streamline administrative processes and improve communication flow to support organizational efficiency
• Handle sensitive and confidential information with a high degree of discretion and professionalism
• Exercise sound judgment in prioritization decision support and information management

Strategic Project & Leadership Support

• Assist in translating executive priorities into initiatives milestones and assigned responsibilities
• Prepare briefing materials summaries and analysis to support executive decision-making
• Track progress on key organizational initiatives and help identify risks or issues requiring leadership attention
• Support follow-up and accountability for action items generated during executive leadership meetings

Employee Culture & Engagement Support

• Assist in coordinating employee engagement activities involving executive leadership such as employee lunches recognition events town halls and leadership visits to field locations
• Support planning and logistical coordination for internal events that promote employee engagement culture and leadership visibility
• Collaborate with Human Resources and leadership teams to support company-wide engagement and culture initiatives

Education Experience and Skills Required

• Minimum five (5) years minimum experience in an Executive Assistant or comparable administrative leadership role; Bachelors degree in Communication Business Administration or related degree preferred
• Demonstrated ability to manage complex calendars competing priorities and executive-level communications
• Strong proficiency in Microsoft Office 365 (Excel Outlook Word PowerPoint).
• Exceptional written communication skills with the ability to draft executive-level correspondence organizational announcements and internal communications on behalf of senior leadership
• Strong organizational analytical and problem-solving skills with exceptional attention to detail and the ability to manage multiple priorities and deadlines
• Demonstrated ability to maintain strict confidentiality and exercise sound judgment when handling sensitive executive information and enterprise-level priorities