We’re currently seeking a Executive Assistant to join our Headquarters team!

 

The Executive Assistant provides high-level administrative support to senior executives and their correlating departments(s), ensuring smooth and efficient operations of their daily activities. This role manages complex calendars, coordinates travel, prepares communications, and handles confidential information with discretion. The Executive Assistant serves as a kay liaison between the executive and internal/external stakeholders, helping to prioritize tasks and streamline workflows. This position requires exceptional organizational skills, professionalism, and the ability to thrive in a fast-paced dynamic environment.

 

What You Will Do:

 

Administrative Support:

Manage and organize executives’ and departmental calendars by scheduling appointments, meetings, events, and travel. Screen and prioritize emails, phone calls, and other forms of correspondence. Prepare and edit correspondence, communications, presentations, and other documents as needed. Handles expense reports and assists with keeping track of budgets and expenditures. Coordinate and facilitate communications between the executive and internal/external stakeholders.

Project Management:

Assist in the planning and execution of various projects, including research, data analysis, and presentation preparation. Monitor project timelines and deadlines, ensuring that deliverables are met in a timely manner. Coordinate with team members and other departments to gather necessary information and resources for projects. Provide support in organizing events, meetings, and conferences, including logistics, agenda preparation, and follow-up actions. Maintain confidentiality and discretion when handling sensitive information and matters.

Relationship and Information Management:

Handle inquiries and requests from stakeholders, ensuring prompt and courteous responses. Build and maintain professional relationships with key contacts, representing the executive’s and corresponding department’s interests effectively. Organize and support meetings, including logistics, materials, and follow-ups. Coordinate executive offsites, board meetings, and special events. Take and distribute meeting minutes as needed.

Miscellaneous Tasks:

Assist with ad-hoc projects and tasks as assigned by the executive. Provide support to other members of the administrative team when needed. Travel for various meetings required (25% of the time)

Note: The job duties above provide a general sense of the role; though, additional duties may be assigned as necessary.

How You Will Shine:

 

Education:

Associate’s Degree in Business Administration or a related field, or quivalent experience (2+ years). Bachelor’s Degree preferred.

Experience & Skills:

Minimum of 5 years of experience in an executive or senior-level administrative support role. Experience supporting C-Suite or senior leadership preferred. Proficiency in Microsoft Office Suite and calendar management tools. Excellent organizational and time management skills. Strong written and verbal communication abilities. High level of discretion and professionalism in handling sensitive information. Ability to multitask and prioritize in a fast-paced environment. Proficiency in Microsoft Office, calendar systems, and collaboration tools. Strong attention to detail and accuracy. Ability to work independently and as part of a team. Problem-solving mindset and proactive approach to challenges.

Licenses/Certifications (if applicable):

Certified Administrative Professional (CAP) is a plus.