Executive Assistant

Position Summary

The Executive Assistant provides high-level administrative and organizational support to senior executives. This role is responsible for managing calendars, coordinating meetings and travel, handling confidential information, preparing reports and presentations, and serving as a key liaison between executives, employees, clients, and external stakeholders. The ideal candidate is highly organized, proactive, detail-oriented, and capable of managing multiple priorities in a fast-paced environment.

Essential Duties and Responsibilities

• Manage complex executive calendars, including scheduling meetings, appointments, and events.
• Coordinate domestic and international travel arrangements, including flights, hotels, transportation, and itineraries.
• Prepare, edit, and distribute correspondence, presentations, reports, and meeting materials.
• Screen and prioritize incoming communications, including emails, phone calls, and mail.
• Organize and coordinate internal and external meetings, including agendas, meeting logistics, and follow-up action items.
• Maintain confidential and sensitive information with discretion and professionalism.
• Track projects, deadlines, and key initiatives to ensure timely completion.
• Assist with budget tracking, expense reporting, and invoice processing.
• Coordinate special projects and company events as assigned.
• Serve as a liaison between executives and internal departments, customers, vendors, and business partners.
• Maintain accurate records, files, and documentation.
• Support executive decision-making by gathering information and preparing reports as needed.

Qualifications

Education & Experience

• Associate's or Bachelor's degree in Business Administration or a related field preferred.
• 3-5+ years of administrative support experience, preferably supporting senior-level executives.
• Experience managing multiple priorities in a fast-paced corporate environment.

Knowledge, Skills & Abilities

• Exceptional organizational and time-management skills.
• Strong written and verbal communication skills.
• High level of professionalism and discretion with confidential information.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
• Strong attention to detail and problem-solving abilities.
• Ability to work independently and anticipate executive needs.
• Excellent interpersonal skills and customer-service mindset.
• Ability to prioritize tasks and meet deadlines with minimal supervision.

Physical Requirements

• Prolonged periods of sitting and working on a computer.
• Ability to occasionally lift and carry office materials up to 20 pounds.
• Ability to attend meetings and move throughout the office as needed.

Preferred Qualifications

• Experience supporting C-suite or senior leadership teams.
• Experience with expense management and travel booking systems.
• Project coordination or event planning experience.
• Knowledge of business operations, HR, finance, or customer service functions.

Key Competencies

• Professionalism and confidentiality
• Organization and planning
• Communication skills
• Initiative and follow-through
• Adaptability and flexibility
• Attention to detail
• Relationship building
• Time management

Reports To: Executive Leadership Team Member (President, CEO, COO, CFO, etc.)