Executive Assistant

Executive Assistant

The Executive Assistant provides high-level administrative and operational support to the Chief Executive Officer and other senior leaders as needed. This position is responsible for managing complex schedules, coordinating meetings and travel, preparing business documents and executive level PowerPoint presentations, supporting communications, and ensuring the efficient operation of daily business activities. This role requires exceptional organizational skills, professionalism, discretion, and the ability to manage multiple priorities in a fast-paced environment. The Executive Assistant serves as a trusted partner to leadership and acts as a liaison between executives, employees, clients, vendors, and other stakeholders.

Essential Functions:

• Manage complex executive calendars, appointments, and scheduling priorities.
• Coordinate internal and external meetings, including preparing agendas, meeting materials, logistics, and follow-up action items.
• Screen and prioritize calls, emails, correspondence, and other communications, responding or escalating as appropriate.
• Prepare reports, presentations, spreadsheets, correspondence, and other business documents.
• Maintain confidentiality of sensitive company, employee, and executive information.
• Serve as a professional liaison between executives, employees, clients, vendors, and other stakeholders.
• Arrange domestic and international travel, including flights, lodging, ground transportation, and itineraries, and related logistics.
• Coordinate company events, leadership meetings, off-site meetings, and other business functions.
• Prepare, submit, and track expense reports and reimbursement requests.
• Organize and maintain digital and physical files, records, and documentation.
• Track deadlines, priorities, and action items to help ensure timely completion.
• Support special projects and operational priorities as assigned.
• Assist with office management and recommend administrative process improvements.
• Maintain regular and predictable attendance for the required schedule.
• Follow safety guidelines and act in a safe manner.
• Perform other duties assigned.

Benefits:

• Comprehensive medical insurance, including no monthly premium for employee-only coverage.
• Employer HSA contributions (if applicable).
• Company provided life and AD&D insurance.
• Optional dental, vision, supplemental life, short-term disability, accident, and critical illness coverage.
• Company-provided Employee Assistance Program (EAP).
• Vacation accrual.
• Paid holidays.
• 401k and Roth eligibility with company match.

Knowledge, Skills, Abilities:

• High level of professionalism, discretion, sound judgment and attention to detail.
• Strong business communication skills and professional etiquette.
• Excellent verbal and written communication skills.
• Strong interpersonal and relationship-building skills.
• Calendar management and scheduling skills.
• Knowledge of travel coordination and expense reporting procedures.
• Proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
• Ability to prepare polished presentations, reports and executive-level documents.
• Strong time management, organization, and prioritization skills.
• Ability to manage multiple tasks, deadlines, and competing priorities.
• Strong problem-solving and decision-making skills.
• Ability to handle confidential information and follow data privacy standards.
• Ability to work independently and collaboratively with minimal supervision.
• Flexibility to adapt to changing priorities and executive schedules.

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer.
• Frequent use of hands and fingers for typing, writing, and operating office equipment.
• Ability to communicate effectively in person, by phone, and via video conferencing.
• Occasional standing, walking, bending, reaching, or carrying light office materials.
• Visual ability to read documents, emails, reports, and computer screens.
• Ability to travel occasionally for meetings, events, or business needs.
• Ability to work extended hours periodically to meet business needs or executive schedules.

Education and Experience:

• High school diploma or equivalent required.
• Associate or bachelor's degree preferred.
• Minimum of 3 years of executive administrative support experience required.
• Experience supporting C-level executives preferred.
• Advanced PowerPoint and presentation development skills preferred.
• Experience coordinating executive travel, meetings, expenses, and confidential communications preferred.