Executive Administrative Assistant

Executive Assistant

The Executive Assistant & Project Manager is the operational and administrative engine of the Head of P&As office. This role exists to ensure the Head of P&A is always organized prepared and protected from logistical friction freeing them and the Chief of Staff (CoS) to focus on strategy and high-impact work.

This is not a traditional EA role. You will own the scheduling logistics tracking and administrative coordination that keeps the Head of P&As office running with precision and reliability. You are the person who makes sure nothing falls through the cracks and who flags the ones that might before anyone else notices.

Success in this role requires exceptional organizational skill meticulous attention to detail a bias for action and the ability to manage competing priorities with calm and efficiency. Where the CoS drives strategy you drive the systems and processes that make execution possible.

Location: preference for candidates located near our hub locations (MN/TX/MI/NY) but will consider remote candidates. As a hybrid employee you will go to the office 3 days a week. Must be based in the US.

About the Role:
In this opportunity as Executive Assistant you will:

• Manage the Head of P&As calendar with precision prioritizing protecting focus time and proactively resolving conflicts.
• Coordinate all travel logistics itineraries and trip preparation including pre-read assembly and post-trip follow-up tracking.
• Screen and triage incoming communications flagging priority items to the Head of P&A and ensuring timely routing of requests.
• Prepare expense reports and manage administrative processes on behalf of the Head of P&A.
• Organize and coordinate internal and external meetings including agenda preparation and logistics ensuring the Head of P&A is set up for every engagement.
• Track and manage project timelines deliverables and action items across initiatives owned by the Head of P&A ensuring nothing slips and status is always visible.
• Build and maintain project tracking systems that give the Head of P&A andCoSreal-time visibility intoprogress risks and blockers.
• Coordinate logistics for cross-functional workstreams connecting the right people scheduling working sessions and ensuring outputs are documented and distributed.
• Compile and format project status reports and stakeholder updates gathering inputs for the Head of P&As review before distribution.
• Monitor project and scheduling risks flagging conflicts or blockers early so the Head of P&A andCoScan act before issues escalate.
• Maintain continuity in the Head of P&As office during travel or high-demand periods keeping schedules on track communications triaged and logistics running without interruption.
• Compile format and edit presentations briefings and correspondence as directed by the Head of P&A orCoS never for direct distribution without approval.
• Maintain the Head of P&As operational rhythm: managing weekly scheduling priorities tracking follow-ups logging action items from leadership meetings and chasing completion.
• Act as the logistical point of contact between the Head of P&As office and internal teams coordinating requests routing information and keeping theCoSinformed of anything requiring their attention.
• Own the logistical preparation for leadership and segment meetings scheduling agenda formatting pre-read assembly and distributing materials so the Head of P&A andCoScan focus on the content.

About You:

Youre a fit for the role or Executive Assistant if you have:

• 5 years of experiencein an Executive Assistant Administrative Business Partner or similar role supporting senior leaders.
• 2 years of experiencesupporting project coordination including tracking timelines deliverables action items and stakeholder updates across multiple initiatives.
• Proven experience managingcomplex calendars travel logistics meeting coordination and executive administrative processesin a fast-paced environment.
• Strong proficiency in preparingagendas pre-reads presentations status reports and executive correspondencewith a high degree of accuracy and professionalism.
• Exceptional organizational communication and prioritization skills with the ability to exercise sound judgment maintain confidentiality and proactively resolve issues.
• Sense of urgency in managing situations that require quick turnaround and ability to prioritize constant workload
• Ability to work under a tight timelines and proven track record of achieving/exceeding expectations

Preferred Skills:

• Bachelors Degree
• Experience supporting global organizations

#LI-TK1