Executive Assistant

Responsibilities include, but are not limited to:

• Calendar Management: Scheduling appointments, meetings, and travel arrangements, ensuring optimal use of the executive’s time.
• Travel Arrangements: Organizing and managing travel itineraries, including flights, accommodations, and transportation. Approaches travel with an eye toward productivity, efficiency, and seamlessness.
• Expense Management: Tracking and managing expenses, ensuring accuracy and adherence to company policies. Provides full and continuous confidence to the executive that expenses are being submitted and reimbursed quickly and without issue.
• Communication Support: Assisting in the coordination and management of communications — including emails, calls, and messages — in partnership with the executive to ensure timely and effective stakeholder engagement.
• Meeting Coordination: Preparing agendas, materials, and logistics for meetings, as well as taking minutes and tracking action items, ensuring that meetings are effective, time is well spent, and action items are captured. Manage conference room set-up and food/beverages for in-person meetings. 
• Project Support: Assisting with the planning, execution, and follow-up of various projects, ensuring deadlines are met. Complete special projects as assigned.
• Document Preparation: Drafting and editing documents, presentations, and reports, maintaining high standards of accuracy and clarity. 
• Confidentiality: Maintaining discretion and confidentiality when handling sensitive information. 

Basic Qualifications:

• A Bachelor’s degree or equivalent work experience.
• At least 7 years of administrative experience.

Preferred Qualifications:

• Excellent communication skills: Both written and verbal, enabling effective communication with internal and external stakeholders. 
• Attention to Detail and Professionalism: Consistently produces high-quality, polished work and ensures all materials and interactions reflect our brand, standards, and commitment to excellence.
• Brand-Conscious Communication: Represents the executive and company with care, ensuring every touchpoint — whether client-facing or internal — is clear, professional, and aligned with our values.
• Resourcefulness and Initiative: Navigates challenges with creativity and persistence, applying sound judgment, tech savvy, and know-how to get things done efficiently and effectively.
• Anticipatory Mindset: Looks ahead to anticipate needs, next steps, and potential roadblocks — ensuring the executive is prepared and one step ahead.
• Strong organizational skills: Ability to manage multiple tasks, prioritize effectively, and maintain a high level of organization. 
• Proficiency in office software: Including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant tools. 
• Time and project management: Ability to manage multiple tasks and projects, prioritize tasks, manage time effectively, and meet deadlines. 
• Problem-solving skills: Ability to identify and resolve issues independently and efficiently. 
• Discretion and confidentiality: Maintaining confidentiality when handling sensitive information. 
• Sense of urgency: Operating with an appreciation for timeliness and ability to prioritize based on the executive’s focus and goals.
• Ability to work efficiently in a fast-paced environment: Prior experience working in a medium-to-large agency highly preferred.
• Customer service orientated: Demonstrates a proactive, responsive, and solution-oriented approach in supporting internal and external stakeholders.