Executive Assistant

POSITION SUMMARY
The Executive Coordinator provides administrative, scheduling, travel, and event-planning support primarily to the President and COO, while also assisting other members of the senior leadership team as needed. The ideal candidate is highly organized, proactive, detail-oriented, and comfortable managing multiple priorities in a fast-paced environment. A strong background in corporate events, meeting planning, and group travel coordination is essential.
KEY RESPONSIBILITIES
Executive Support and Calendar Management
Manage complex executive calendars, including internal and external meetings across multiple schedules and time zones.
Coordinate meeting requests, resolve scheduling conflicts, and ensure time is aligned with executive priorities.
Anticipate scheduling needs and communicate changes clearly to attendees and stakeholders.
Coordinate recurring leadership, divisional, and company meetings.
Maintain discretion when handling confidential or sensitive information.
Travel Coordination
Book and manage executive travel, including flights, hotels, ground transportation, and detailed itineraries.
Coordinate group travel and accommodations for quarterly team events, leadership meetings, and company offsites.
Monitor travel plans and respond to last-minute changes, cancellations, and other disruptions.
Event and Meeting Planning
Lead the planning and execution of quarterly team events, leadership meetings, retreats, company offsites, and onsite events.
Coordinate venues, room blocks, catering, audiovisual needs, transportation, meeting spaces, and other event logistics.
Develop event schedules, run-of-show documents, attendee communications, and supporting materials.
Partner with internal teams and external vendors to ensure events are delivered successfully.
Provide onsite support and troubleshoot issues during meetings and events.
Meeting and Presentation Support
Coordinate agendas, presentations, and supporting materials for leadership and divisional meetings.
Collect and organize slide content from presenters and send deadlines and reminders.
Ensure meeting materials are complete, accurate, and distributed on time.
Support follow-up communication and track action items when needed.
Expense and Administrative Coordination
Prepare and submit executive expense reports through Ramp, ensuring expenses are accurate, documented, and submitted on time.
Track receipts and follow up on missing documentation or required approvals.
Maintain organized files, records, contact information, and other administrative resources.
Support special and ad hoc projects as needed.
Cross-Functional Coordination
Serve as a liaison between executives, internal teams, external partners, and vendors.
Coordinate across departments to keep projects, meetings, and events moving forward.
Identify potential scheduling or logistical issues early and recommend solutions.
Build strong working relationships throughout the organization.
Requirements
Previous experience in executive support, executive coordination, corporate events, hospitality, meeting planning, or a related field.
Demonstrated experience planning professional events, meetings, offsites, or group travel.
Strong calendar-management and travel-booking experience.
Excellent organizational skills and attention to detail.
Ability to manage multiple deadlines and shifting priorities with minimal supervision.
Strong written and verbal communication skills.
Sound judgment and the ability to handle confidential information appropriately.
Strong problem-solving skills and a proactive, service-oriented approach.
Proficiency with Microsoft Outlook, PowerPoint, Excel, Teams, and other business technology.
Experience with Ramp or a similar expense-management platform is preferred.
Ability to travel and provide onsite event support as needed.
Benefits
We offer a full benefits package that includes medical, dental, vision, STD/LTD, life and voluntary life, 401k with employer matching, paid holidays, and up to 20 days PTO in the first three years.
Application Deadline: We anticipate reviewing applications through November 28th, 2026.
Compensation: $75,000 - $100,000

Work arrangement
No