Executive Assistant

Position Summary

The Executive Assistant provides high-level administrative and operational support to members of the executive leadership team and serves as a trusted partner to leadership in managing schedules, priorities, communications, meetings, travel, and day-to-day executive operations.

The Executive Assistant is highly organized, proactive, professional, and capable of anticipating needs and taking ownership with minimal direction. This position requires exceptional judgment, discretion, attention to detail, and the ability to manage competing priorities in a fast-paced and growing organization.

The ideal candidate takes ownership, stays several steps ahead, communicates professionally at all levels of the organization, and proactively addresses scheduling conflicts, logistical issues, deadlines, and other potential challenges before they become problems.

The position may also be responsible for coordinating or completing personal errands and other tasks on behalf of assigned executives as needed. These responsibilities require discretion, professionalism, confidentiality, flexibility, and sound judgment.

Principal Accountabilities

• Manage complex executive calendars, including meetings, appointments, travel, internal commitments, and changing priorities.
• Prioritize meeting requests and help protect executive time based on organizational priorities.
• Coordinate domestic travel arrangements, itineraries, accommodations, transportation, and related logistics.
• Serve as a primary point of contact between executives and employees, clients, vendors, and other internal and external stakeholders.
• Prepare meeting agendas, presentations, reports, correspondence, and other executive-level materials.
• Coordinate leadership meetings, including scheduling, preparation, materials, logistics, and follow-up.
• Track action items, commitments, deadlines, and follow-up activities resulting from executive and leadership meetings.
• Prepare and process expense reports, invoices, reimbursements, and other executive-related documentation.
• Draft, format, and proofread professional correspondence and internal communications on behalf of executives when requested.
• Coordinate with department leaders to gather information, provide updates, and ensure executive priorities continue moving forward.
• Gather, organize, and summarize information to support executive decision-making.
• Assist with company meetings, executive events, leadership functions, and special events as needed.
• Support company brand strategy and related initiatives as assigned.
• Assist with special projects and company initiatives as assigned by executive leadership.
• Identify opportunities to improve executive workflows, organization, communication, and administrative processes.
• Anticipate executive needs and proactively address scheduling conflicts, logistical issues, deadlines, and other potential challenges.
• Maintain confidential and sensitive business, employee, financial, and executive information with the highest level of discretion.
• Maintain organized electronic and physical files, records, and executive documentation.
• Coordinate appointments, reservations, deliveries, purchases, returns, and other personal or business-related tasks as assigned.
• Perform personal and business errands on behalf of assigned executives, as requested.
• Maintain confidentiality and discretion when handling personal matters or information on behalf of executives.
• Assess and help ensure executive office and designated common office areas remain tidy, organized, professional, and appropriately maintained.
• Monitor office needs and coordinate supplies, services, maintenance, deliveries, and other administrative needs as appropriate.
• Represent the executive office in a professional manner and maintain positive relationships with internal and external contacts.
• Follow up with employees, managers, and other stakeholders regarding requests and action items on behalf of executive leadership.
• Proactively identify issues that may affect executive priorities and recommend or implement appropriate solutions.
• Perform other duties as assigned.

Education, Experience, and Job Qualifications

• Bachelor's degree from an accredited four-year college or university required.
• 3+ years of experience providing executive assistant, administrative, or senior-level administrative support preferred.
• Previous experience supporting executives, senior leadership, or a management team preferred.
• Experience coordinating executive travel, meetings, events, and expense reporting.
• Exceptional organizational and time-management skills.
• Strong written and verbal communication skills.
• High degree of professionalism, discretion, and confidentiality.
• Ability to manage multiple priorities and make sound decisions with limited supervision.
• Strong attention to detail, follow-through, and accountability.
• Ability to work effectively in a fast-paced, rapidly growing organization.
• Advanced proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, and related business applications.
• Ability to prepare professional business documents, presentations, reports, and correspondence.
• Strong interpersonal and relationship-building skills.
• Professional demeanor and ability to communicate confidently and effectively with executives, employees, clients, vendors, and external partners.
• Ability to anticipate needs, take initiative, and resolve routine issues with minimal direction.
• Ability and willingness to perform personal and business errands and other tasks as requested by assigned executives.
• Valid driver's license required or ability to obtain one prior to employment.
• Valid automobile insurance required.

Position Expectations

The Executive Assistant is expected to create leverage for the executive leadership team by ensuring calendars are organized, meetings are well prepared, follow-ups are completed, executives have the information they need, and potential conflicts or issues are addressed before they become problems.

Success in this position requires more than responding to requests. The Executive Assistant is expected to anticipate what is needed, take ownership, exercise sound judgment, and follow through to ensure commitments and priorities are completed.

The Executive Assistant is expected to operate with a high level of professionalism and discretion and to serve as a trusted representative of executive leadership when interacting with employees, customers, vendors, and other business partners.

Typical Physical and Mental Demands

The position may require long hours, handle conflicts, and make decisions under pressure

and in inclement weather situations. While performing the duties of this job, the employee

must stand, walk, use hands and fingers to, handle, feel or operate tools or controls; and

reach with hands and arms. The employee must climb a ladder while lifting up to 25

pounds, sit, climb or balance, stoop, kneel, crouch, crawl, talk, hear and smell. The

employee must have specific vision abilities required by this job include close vision,

distance vision, color vision, peripheral vision, depth perception and the ability to adjust

and focus. The noise level in the work environment is usually moderate to loud.

Physical Requirements & Working Conditions

The physical demands, work environment factors and mental functions described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.