Executive Assistant

Position Summary

The Executive Assistant provides high-level administrative and operational support to the Executive Leadership Team (ELT), ensuring seamless coordination of executive priorities, communications, travel, meetings, and strategic initiatives. This role serves as a trusted partner to senior leadership and requires exceptional professionalism, discretion, organization, and judgment in handling highly confidential business and personnel matters.

The ideal candidate thrives in a fast-paced environment, anticipates needs before they arise, and effectively manages competing priorities while maintaining a high level of accuracy and responsiveness.

Key Responsibilities

List the major duties and accountabilities of the position in order of importance. Use active verbs and concise phrasing.

• Coordinate travel arrangements for the Executive Leadership Team, including flights, hotels, ground transportation, itineraries, meeting schedules, and travel changes
• Manage executive calendars and scheduling across multiple time zones, balancing shifting priorities and business demands
• Organize and coordinate Board of Directors meetings, executive meetings, leadership offsites, and company events, including logistics, meeting materials, agendas, catering, and venue coordination
• Prepare detailed travel itineraries, executive schedules, and meeting coordination documents to support efficient executive operations
• Handle sensitive and confidential business information with the highest level of discretion and professionalism
• Coordinate expenses, invoices, travel reconciliations, and administrative documentation for executive leadership
• Assist with special projects, executive initiatives, and cross-functional coordination as needed
• Build strong working relationships across departments, vendors, partners, and external stakeholders to support executive operations

Qualifications/Experience

• 3+ years of executive administrative support experience, preferably supporting senior leadership or executive teams
• Strong experience coordinating complex travel and executive logistics
• Exceptional organizational and time management skills with the ability to manage multiple priorities simultaneously
• High level of professionalism, discretion, and confidentiality
• Excellent written and verbal communication skills
• Advanced proficiency in Microsoft Office Suite, Outlook, Teams, PowerPoint, and travel/calendar management tools
• Ability to work independently, anticipate needs, and adapt quickly in a fast-paced environment
• Experience supporting executive meetings, leadership events, and Board of Directors activities preferred