Executive Administrative Assistant

The Executive Administrative Assistant to the President serves as a strategic business partner and trusted advisor responsible for supporting the President and executive leadership team in achieving organizational goals and business objectives. This role provides high-level administrative, operational, and project coordination support while ensuring the efficient management of executive priorities, communications, meetings, travel, and key initiatives.

The position acts as a central point of coordination across departments, business leaders, external stakeholders, customers, vendors, and strategic partners. The Executive Administrative Assistant is responsible for managing complex calendars, coordinating executive communications, preparing presentations and reports, organizing leadership meetings, tracking action items, and ensuring follow-through on critical business initiatives. The role requires the ability to anticipate executive needs, proactively identify potential challenges, and implement solutions that improve efficiency and organizational effectiveness.

In addition to executive support responsibilities, the position leads the planning and execution of leadership meetings, conferences, partner events, sales meetings, and other strategic organizational gatherings. This includes managing event logistics, budgets, vendor relationships, travel arrangements, and on-site coordination to ensure successful outcomes and professional experience for attendees.

The Executive Administrative Assistant also serves as a liaison between the President's office and internal business functions, helping facilitate communication, collaboration, and accountability across the organization. The role regularly handles highly confidential business information, executive communications, financial data, personnel matters, and strategic initiatives, requiring exceptional judgment, discretion, and professionalism.

Success in this position requires strong organizational skills, attention to detail, project management capabilities, communication expertise, and the ability to manage multiple competing priorities in a fast-paced environment. The individual must operate with a high degree of independence, professionalism, and business acumen while representing the President and executive leadership team in a manner that reflects the organization's values and strategic objectives.

Performance Outcomes

Executive Leadership Support

• Manage the President's complex calendar, including internal and external meetings, leadership engagements, partner meetings, speaking commitments, and strategic business activities.
• Manage and coordinate the President's complex calendar, meetings, travel, and daily priorities to ensure effective use of executive time.
• Prepare executive correspondence, presentations, reports, briefing materials, agendas, and talking points.
• Serve as a primary point of contact for the President's office, exercising professionalism, discretion, and sound judgment in all interactions.
• Coordinate domestic and international travel arrangements, itineraries, expense reporting, and related logistics.
• Anticipate executive needs and proactively address scheduling conflicts, competing priorities, and operational challenges.

Leadership Team Coordination & Strategic Operations

• Provide administrative and project coordination support to the President's leadership team.
• Facilitate communication and collaboration across departments and business functions on behalf of executive leadership.
• Track key initiatives, action items, deadlines, and deliverables to ensure accountability and timely completion.
• Develop and maintain project trackers, reporting tools, workflows, and organizational systems that support business objectives.
• Conduct research, compile information, and prepare summaries to support executive decision-making and strategic planning efforts.

Event Planning & Executive Engagement

• Draft and coordinate executive communications, announcements, presentations, and organizational messaging.
• Maintain relationships and communication with internal leaders, external stakeholders, business partners, customers, and vendors.
• Coordinate the preparation and distribution of executive reports, leadership updates, and presentation materials.
• Maintain accurate records, contact databases, stakeholder information, and business documentation.
• Support executive engagement activities by coordinating meetings, visits, and business development interactions.

Administrative Operations & Office Management

• Support the day-to-day operations of the executive office, ensuring efficient and effective administrative processes.
• Process invoices, purchase orders, expense reports, and other business documentation in accordance with company policies.
• Maintain confidential records, executive files, and sensitive organizational information with the highest level of discretion.
• Coordinate vendor services, office resources, and facilities-related needs impacting executive operations.
• Support special projects, process improvement initiatives, and other duties as assigned by the President.

Education, Knowledge, and Experience

• Bachelor's degree in Business Administration, Communications, Hospitality Management, Organizational Leadership, or a related field preferred.
• Equivalent combinations of education, training, certifications, and relevant work experience may be considered in lieu of a degree.
• Seven or more years of progressively responsible administrative or executive support experience required.
• Minimum of three years supporting senior executives, C-suite leaders, or President-level leadership required.
• Demonstrated experience managing complex calendars, travel arrangements, executive communications, and high-priority business initiatives required.
• Experience supporting multiple leaders and coordinating activities across departments within a fast-paced, dynamic organization required.
• Proven experience planning and executing meetings, conferences, leadership retreats, and corporate events required.
• Experience managing sensitive and confidential information while exercising sound judgment and discretion required.
• Prior experience within a sales, distribution, professional services, or corporate business environment preferred.
• Knowledge of executive office operations, business administration principles, and organizational best practices required.
• Understanding of project coordination, event planning, and administrative processes that support executive leadership required.
• Knowledge of business communication practices, including professional correspondence, presentation preparation, and stakeholder engagement required.
• Familiarity with budgeting, expense management, purchasing processes, and vendor coordination preferred.
• Working knowledge of corporate technologies, collaboration platforms, and office productivity tools required.
• Exceptional organizational, planning, and time-management skills with the ability to manage multiple priorities simultaneously required.
• Strong written, verbal, and interpersonal communication skills required.
• Ability to build effective working relationships with executives, leaders, employees, customers, vendors, and external stakeholders required.
• Demonstrated critical thinking, problem-solving, and decision-making capabilities required.
• Strong attention to detail and commitment to accuracy and quality required.
• Ability to work independently while exercising initiative, sound judgment, and discretion required.
• Advanced proficiency in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams required.
• Experience utilizing project management, collaboration, expense management, and CRM systems required.
• Experience with Salesforce, Concur, or similar business systems preferred.
• Ability to maintain confidentiality and handle sensitive information with professionalism and integrity required.
• Flexibility to adapt to changing priorities and business needs in a fast-paced environment required.
• Ability and willingness to travel up to 20% as business needs require preferred.

FLSA Status

Exempt

Physical Requirements/ Work Environment

 The work environment characteristics and physical demands described here are representative of these an employee encounters while preforming the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Primarily performs work in a professional office environment with frequent use of standard office equipment, including computers, telephones, printers, and video conferencing technology.
• Requires prolonged periods of sitting, working at a computer, and viewing computer screens.
• Frequently communicates with internal and external stakeholders and must be able to exchange accurate information in person, by phone, video conference, and email.
• Must be able to occasionally stand, walk, bend, reach, and lift or move items weighing up to 25 pounds, such as meeting materials, office supplies, event equipment, or presentation materials.
• Requires the ability to travel domestically and occasionally internationally, including air and ground travel, overnight stays, and attendance at conferences, meetings, and corporate events.
• May be required to work outside of normal business hours on occasion to support executive schedules, leadership meetings, organizational events, travel coordination, or business needs.
• Frequently manages multiple priorities in a fast-paced environment requiring attention to detail, adaptability, and the ability to meet deadlines while maintaining professionalism and confidentiality.
• May be required to attend and support off-site meetings, conferences, leadership retreats, customer engagements, and other business-related events.