Executive Assistant

Job Description

JOB SUMMARY

• Provide administrative partnership for complex calendar management, planning, arranging domestic and international travel, and creating expense reports
• Provide calendar support to the aligned leader and partner closely with the team to align on operating rhythm and cadences
• Plan and coordinate events and multi-day meetings including preparation of meeting materials, logistics, food, agenda, amenities, activities, and communications with attendees
• Develop and maintain positive working relationships with internal and outside parties, including high-level contacts of a sensitive nature
• Partner with other EAs to coordinate and manage tradeoffs and prioritization
• Maintain email aliases, distribution lists and shared directories
• Support contract execution and ensure department bills are paid promptly and manage departmental purchases
• Provide staff meeting support, including preparing agendas, taking notes as needed, and distributing meeting minutes and presentations on occasion

• Executive & Operational Support
• Manage complex calendars, priorities, and logistics with a focus on optimizing executive time
• Anticipate needs and proactively solve problems before they arise
• Act as a liaison across teams, ensuring clear communication and follow-through

• Meeting & Team Operations
• Own end-to-end management of team meetings and leadership forums:
  • Build and distribute agendas
  • Solicit input and materials from stakeholders
  • Ensure meetings are well-structured and run on time
• Capture high-quality notes, decisions, and action items
• Follow up on action items to ensure accountability and progress

• Content & Communication Support
• Synthesize information into concise summaries and materials
• Support internal communications and messaging as needed

• 2+ years of experience providing administrative support to senior leveled leaders
• Strong written and verbal communication skills
• Excellent interpersonal skills
• Strong detail orientation and solid analytical skills
• Comfort with Microsoft Office Suite (Outlook, PowerPoint, Teams, Word, and Excel)
• Willingness to adapt to a rapidly changing environment and new processes and responsibilities
• Collaborative team player and team building skills
• Knowledge of business issues and needs and the ability to work within a matrixed organization
• Knowledge of office management practices and procedures
• Ability to travel to events or internal meetings, locally and internationally

Are you interested in this position?

Apply by clicking on the “Apply Now” button below!

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