We are seeking a highly organized, resourceful, and proactive Executive Assistant to provide seamless support to multiple senior executives. This individual will manage complex schedules, coordinate meetings, prepare materials, process expense reports, and handle a variety of administrative functions to ensure day-to-day operations run smoothly.
This is an excellent opportunity for someone who thrives in a dynamic environment, enjoys problem-solving, and takes pride in enabling leadership teams to succeed.
Essential Functions :
Executive & Calendar Management :
- Manage multiple complex calendars, including scheduling, prioritizing, and coordinating meetings across time zones.
- Anticipate scheduling conflicts and proactively resolve them while balancing shifting priorities.
- Coordinate logistics for internal and external meetings, including reserving conference rooms and arranging technology support.
Meeting Preparation & Follow-Up :
Prepare presentations, briefing documents, agendas, and supporting materials for executive meetings.Capture accurate and detailed meeting notes, document key decisions, and track follow-up action items.Conduct background research and compile relevant information to support decision-making.Communication & Coordination :
Act as a liaison between executives, internal teams, and external stakeholders.Draft, proofread, and manage correspondence, reports, and presentations.Ensure executives are well-informed and prepared for daily priorities.Expense & Travel Management :
Process and manage executive expense reports, reimbursements, and credit card reconciliations accurately and in a timely manner.Coordinate domestic and international travel, including booking flights, accommodations, ground transportation, and preparing detailed itineraries.Ensure compliance with company travel and expense policies.Administrative & Operational Support :
Maintain confidentiality while handling sensitive and strategic information.Support ad-hoc projects, events, and executive initiatives as needed.Perform all other duties and or projects as assigned by a supervisor or manager.Essential Qualifications :
Education / Certification : High School Diploma, required.
Experience Required :
3+ years of experience as an Executive Assistant or in a similar administrative support role.Demonstrated ability to manage multiple priorities, projects, and stakeholders simultaneously.Strong proficiency in Microsoft Office Suite (PowerPoint, Excel, Word).Excellent written and verbal communication skills.Highly organized, detail-oriented, and adaptable to shifting priorities.Ability to exercise sound judgment and maintain strict confidentiality.Experience supporting multiple senior-level executives simultaneously.Familiarity with project management and collaboration tools (e.g., Slack, Trello).