Executive Assistant

JOB RESPONSIBILITIES
Manage complex and ever-changing day-to-day schedules for multiple executives via Microsoft Outlook, including prioritizing requests, resolving conflicts, and coordinating meetings across multiple time zones.
Serve as a trusted administrative partner who anticipates executive needs, identifies issues before they arise, and operates with a consistent one-step-ahead mentality.
Act as a central point of coordination across priorities, meetings, travel, communications, and follow-ups to ensure executives are prepared, aligned, and able to focus on the highest-impact work.
Prepare executives for meetings and appointments by developing agendas, gathering materials, coordinating logistics, preparing conference rooms and audio/visual needs, and ensuring timely follow-through on next steps.
Draft, edit, and organize executive communications, presentations, meeting notes, briefings, and other materials with clarity, accuracy, and strong attention to audience and tone.
Maintain effective document and information management for executives, including preparing, reviewing, organizing, and tracking key records, materials, and action items.
Coordinate domestic and international travel arrangements; prepare detailed itineraries inclusive of flights, visas, hotels, ground transportation, meeting agendas, and relevant briefing materials.
Oversee executive and departmental expenses, submitting all necessary invoices in Medius and credit card expenses in Concur in a timely and accurate manner.
Handle confidential and sensitive information with impeccable discretion, sound judgment, and professionalism; know when to escalate, redirect, or protect information appropriately.
Act as a liaison between executives and internal/external stakeholders, representing leaders with polish, responsiveness, and a strong service mindset.
Support special projects and operational initiatives as assigned, helping to organize workstreams, track deliverables, and drive timely follow-through.
Support the planning and execution of company-wide events, leadership meetings, team gatherings, offsites, and employee engagement moments, including coordinating timelines, logistics, communications, vendors, materials, and follow-up actions
Assist with office management and workplace operations, including maintaining an organized, welcoming office environment; coordinating supplies, space needs, visitor logistics, facilities requests, and vendor support; and helping ensure day-to-day office needs are handled proactively and professionally.
What you will learn in the first 6 months:
Learn each executive's working style, communication preferences, business priorities, key stakeholders, and expectations for meeting preparation, scheduling, travel, and follow-through.
Become highly proficient in Microsoft Outlook for advanced calendar management, and master expense systems like Medius and Concur.
Integrate into the company culture, learning the organizational structure, key internal and external contacts, and relevant company policies.
Begin to demonstrate a proactive, business-minded, "one-step-ahead" approach by anticipating needs, identifying potential roadblocks, and offering thoughtful solutions.
What you will achieve in 12 months:
Provide strategic calendar and operational support that enables executives to focus on key priorities, including long-range planning, project coordination, and effective meeting flow.
Confidently draft and refine memos, presentations, meeting materials, and executive briefings, synthesizing information clearly to support decision-making and alignment.
Strengthen relationships with internal and external stakeholders, optimizing information flow and demonstrating impeccable discretion with confidential matters.
Consistently apply independent judgment, problem-solving, targeted research, and process improvement to help streamline administrative operations and strengthen executive effectiveness.
Physical Requirements:
Must be able to remain in a stationary position on average of 7.5 hours/day.
Light to moderate lifting may be required.
While performing the duties of this job, the employee may be regularly required to stand, sit, reach, stoop, kneel, and operate a computer, telephone, and keyboard.
PROFILE
You have:
5+ years of experience as an Executive Assistant, ideally supporting multiple C-Suite or senior leadership executives in a fast-paced, complex environment.
Proven experience supporting C-Suite or leadership-level executives with high discretion, urgency, and professionalism.
Exceptional organizational, prioritization, and time management skills, with the ability to manage competing demands and shifting priorities.
Strong business judgment and the ability to understand context, anticipate implications, and connect information across people, meetings, and priorities.
Excellent written and verbal communication skills, including the ability to draft clear, polished executive communications and materials.
A proactive, resourceful, and solutions-oriented mindset; someone who sees around corners, follows through, and takes ownership without needing step-by-step direction.
High emotional intelligence and executive presence, with the ability to build trust and communicate effectively with senior leaders, employees, and external partners.
Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint; advanced calendar management skills required.
Experience with expense management systems such as Medius and Concur is a plus.
Experience coordinating executive, team, or company-wide events, including managing logistics, vendors, timelines, materials, and stakeholder communications.
Comfort supporting office management or workplace operations, with a proactive approach to maintaining an organized, efficient, and employee-friendly office environment.
Ability to maintain confidentiality, exercise discretion, and handle sensitive information with maturity and sound judgment.
Bachelor's degree preferred.

Employment type
Full-time

Work arrangement
Hybrid