Executive Assistant

Sparrow Company is searching for an organized, professional, and proactive Executive Assistant to support executive leadership by managing daily administrative operations, coordinating executive schedules, preparing reports and correspondence, organizing board meetings, and handling confidential information. This position plays a critical role in ensuring the efficiency of executive operations while maintaining professionalism, discretion, and exceptional organizational standards.

RESPONSIBILITIES AND DUTIES:

• Provide high-level administrative support to executive leadership
• Manage executive calendars, appointments, meetings, and special events
• Screen incoming phone calls, visitors, and correspondence, directing inquiries appropriately
• Prepare correspondence, reports, presentations, agendas, meeting minutes, and other business documents
• Maintain confidential files, contracts, executive records, and organizational documentation
• Coordinate and distribute incoming mail and communications
• Arrange travel accommodations and prepare travel expense reports for executive leadership
• Prepare Board of Directors and committee meeting materials, including agendas and board packets
• Maintain and update organizational policies and communicate revisions to appropriate personnel
• Assist with proofreading, editing, and researching documents, policies, and procedures
• Coordinate office supply purchases and vendor service requests
• Maintain purchase order logs and administrative records
• Reconcile executive and board corporate credit card statements
• Compile reports, statistical data, and executive presentations
• Coordinate strategic planning sessions, executive meetings, and special projects
• Build and maintain positive working relationships with internal departments, board members, vendors, and business partners
• Handle sensitive and confidential information with discretion and professionalism
• Perform additional administrative and clerical duties as assigned

REQUIREMENTS AND QUALIFICATIONS:

• High school diploma or GED required; some college coursework preferred
• Minimum of five (5) years of executive assistant or administrative support experience required
• Experience supporting senior executives or executive leadership required
• Previous customer service experience preferred
• Experience coordinating Board of Directors or committee meetings preferred
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint
• Strong organizational, time management, and multitasking skills
• Excellent written, verbal, and interpersonal communication skills
• Ability to maintain strict confidentiality and exercise sound judgment
• Strong attention to detail and problem-solving abilities
• Ability to prioritize multiple assignments and meet deadlines in a fast-paced environment
• Professional demeanor with the ability to build relationships across all levels of an organization

Applicants may be subject to a background check.*

A pre-employment screening may be required as a condition of employment.

*A conviction does not automatically disqualify you from employment. We will consider factors such as the timing, nature, and seriousness of any offense, as well as evidence of rehabilitation.

Sparrow Company Executive Search & Staffing is an Equal Opportunity Employer.