Executive Assistant

Our client is seeking a highly organized, polished, and proactive Executive Assistant to provide high-level support to the CEO and members of the executive leadership team. This position serves as a trusted partner to the CEO and requires exceptional judgment, discretion, professionalism, and the ability to anticipate needs in a fast-paced, entrepreneurial environment. The Executive Assistant will manage complex schedules and priorities, coordinate executive communications and travel, support meetings and strategic initiatives, and serve as an important liaison between the CEO, executive team, employees, clients, vendors, and other key stakeholders. The ideal candidate is resourceful, detail-oriented, and comfortable taking ownership of responsibilities from start to finish. This individual must be able to manage multiple competing priorities, adapt quickly as needs change, and handle sensitive and confidential information with the highest level of discretion. Key Responsibilities Executive & Administrative Support Provide comprehensive, one-on-one administrative support to the CEO while assisting other members of the executive team as needed. Manage a complex and frequently changing executive calendar, including meetings, appointments, events, and other commitments. Coordinate detailed domestic and/or international travel arrangements, including flights, lodging, transportation, itineraries, agendas, and meal arrangements. Prepare and process expense reports and maintain appropriate documentation. Draft, review, and prepare correspondence, presentations, reports, meeting materials, and other documents, including confidential communications. Monitor upcoming commitments, deadlines, and priorities and proactively follow up to ensure appropriate action is taken. Anticipate the CEO's needs and identify potential scheduling conflicts, priorities, and action items before they become issues. Serve as a primary point of contact for matters involving the CEO and executive office. Exercise sound judgment when determining the appropriate handling, escalation, or response to incoming requests and sensitive matters. Serve as a professional gatekeeper while maintaining positive relationships with internal and external stakeholders. Maintain strict confidentiality regarding executive, employee, client, financial, and organizational matters. Executive Team & Meeting Coordination Coordinate Executive Team and senior leadership meetings, including scheduling, agendas, meeting materials, and logistics. Attend meetings as requested, document key discussions and action items, and assist with appropriate follow-up. Coordinate leadership meetings, off-site meetings, company meetings, and special events as needed. Assist executive team members with travel, lodging, scheduling, and other administrative needs. Track action items, deadlines, and commitments to help ensure timely completion. Strategic & Special Projects Support the CEO and executive leadership team with special projects and strategic initiatives from planning through completion. Research and compile information needed for executive decision-making, meetings, presentations, and projects. Follow up on contacts, commitments, and relationships initiated by the CEO. Coordinate with internal departments and external partners to keep projects and initiatives moving forward. Identify opportunities to improve administrative processes, organization, communication, and executive efficiency. Handle occasional personal errands or administrative matters for the CEO as needed. Qualifications Bilingual English/Spanish required, with advanced verbal and written communication skills in both languages. Minimum of 3 years of experience directly supporting C-level executives or senior executive leadership. Bachelor's degree preferred. Demonstrated experience managing complex executive calendars, travel arrangements, meetings, and competing priorities. Exceptional organizational and time-management skills with strong attention to detail. Excellent written and verbal communication skills. Strong professional presence and interpersonal skills with the ability to interact effectively with executives, employees, clients, vendors, and other stakeholders. Proven ability to exercise discretion and maintain confidentiality. Strong problem-solving skills and the ability to exercise independent judgment. Ability to anticipate needs, take initiative, and work with minimal supervision. Ability to remain composed, flexible, and solutions-focused when priorities or schedules change. Proficiency with Microsoft Office, including Outlook, Word, Excel, PowerPoint, and Teams. Ability to manage multiple projects simultaneously and meet deadlines in a fast-paced environment. Flexibility to provide support outside of standard business hours when business needs require. Physical Requirements This position primarily operates in a professional office environment and requires regular use of a computer, telephone, email, and other standard office equipment. The employee must be able to sit for extended periods and communicate effectively with executives, employees, clients, vendors, and other business contacts. The position may occasionally require lifting or moving items weighing up to 10 pounds and performing errands or other duties away from the primary office location. #J-18808-Ljbffr