Executive Assistant

Overview

Responsibilities

Executive & Calendar Management

• Manage complex calendars, scheduling, and meeting coordination for senior leaders and leadership teams.
• Anticipate scheduling conflicts and proactively recommend solutions.
• Coordinate meeting logistics, invitations, presentation materials, agendas, handouts, and follow-up activities.
• Record meeting notes, action items, and decisions as needed.
• Facilitate virtual meetings by managing online platforms, troubleshooting issues, and supporting attendee engagement.

Administrative Support

• Prepare, edit, proofread, and distribute business communications and documents, including:
  • Reports
  • Presentations
  • Memos
  • Surveys
  • Organizational charts
  • Department communications
• Maintain electronic records and document management systems.
• Support department-specific administrative processes and activities.

Travel & Logistics

• Coordinate domestic and international travel arrangements.
• Ensure leaders have all necessary travel documentation and itineraries.
• Manage travel-related logistics and expense-related administrative support.

Team & Department Support

• Create team meeting agendas and coordinate meeting execution.
• Support onboarding and offboarding activities for department employees.
• Maintain department supplies and manage related budgets.
• Participate in departmental projects and process improvement initiatives.
• Assist with Teams and SharePoint site administration and maintenance.

Business Partnership & Continuous Improvement

• Act as a trusted partner to leadership by anticipating challenges and identifying opportunities for operational improvements.
• Develop recommendations that improve efficiency and effectiveness.
• Support evolving business priorities and changing organizational needs.
• Provide backup support to other Executive Assistants and administrative team members when needed.

Required Qualifications

• Minimum 5 years of experience supporting senior leaders, executives, or C-suite professionals
• Experience managing complex calendars, travel arrangements, and executive-level administrative responsibilities
• Strong organizational and time-management skills
• Exceptional attention to detail and accuracy
• Ability to handle confidential and sensitive information with professionalism and discretion
• Strong verbal and written communication skills
• Experience working within complex corporate organizations and leadership structures
• Ability to prioritize multiple responsibilities and meet deadlines in a fast-paced environment
• Strong problem-solving and decision-making abilities
• Advanced proficiency with:
  • Microsoft Outlook
  • Microsoft Teams
  • Microsoft PowerPoint
  • Microsoft Word
  • Microsoft Excel
  • SharePoint

Preferred Qualifications

• Experience supporting multiple executives or leadership teams simultaneously
• Experience coordinating virtual and hybrid meetings
• Experience managing departmental budgets, supplies, or operational processes
• Experience supporting onboarding and employee transition activities
• Experience contributing to process improvement and operational efficiency initiatives

Key Competencies

• Executive Support
• Calendar Management
• Travel Coordination
• Meeting Planning & Facilitation
• Administrative Operations
• SharePoint Administration
• Microsoft Teams
• Process Improvement
• Project Coordination
• Stakeholder Management
• Communication & Relationship Building
• Problem Solving
• Organizational Effectiveness