Executive Assistant

Overview The Executive Assistant provides high‑level support with flexibility to meet business needs, including availability outside standard business hours and on weekends as required. The Executive Assistant will be responsible for directing questions and requests for information, managing complex reports, creating and monitoring complex plans and schedules, and supporting the President and other members of executive management. The Executive Assistant handles highly sensitive information, requiring tact, diplomacy, confidentiality, and judgment. Additional duties include drafting and distributing confidential correspondence, preparing reports, maintaining files, and performing various special projects. Responsibilities Coordinate and arrange meetings and events with high‑level executives both inside and outside the company. Proactively manage daily and long‑term calendars for the President, senior executives, and the team. Screen and prioritize leaders’ time, including incoming calls and messages. Manage day‑to‑day activities of the President and senior executives, including business and personal matters. Independently answer or triage requests for information. Establish, organize, and maintain filing systems. Facilitate communication and act as an effective liaison between internal and external customers by providing confidential, timely, and accurate information professionally. Review and prioritize documents, including incoming and outgoing mail, and respond as appropriate. Draft and prepare correspondence, announcements, presentations, and reports for internal and external audiences. Set up and manage conference calls and meetings, including preparing and organizing meeting space and materials, and ordering food for breakfast/lunch. Maintain the cleanliness and overall appearance of the office, ensuring kitchen items such as coffee and utensils are stocked. Track inventory and manage or replenish office supplies. Accept all incoming packages and direct them to appropriate individuals. Monitor and manage deadlines for personnel reporting. Research, book, and execute detailed travel arrangements, including commercial flights, private aviation, ground transport, accommodations, and itineraries for corporate and private trips. Manage aspects of aviation operations, including flight scheduling and coordination, flight following, emergency response coordination, maintenance of aircraft records for logbook and tax compliance, airport selection and logistics, passenger and crew record administration, fractional ownership program oversight, and general administrative support for the aviation team. Lead projects independently by researching, preparing, and coordinating material. Perform office receptionist duties for visitors and vendors, in person and on the phone. Assist with client contacts and support. Assist with projects and transactions in progress, including administrative details, maintaining contract timelines, and delivering documents. Handle coding and payment of vendor invoices. Manage highly sensitive private plans, personal correspondence, and financial or legal documentation with absolute discretion. Understand and comply with company policies and procedures while performing the role. Administer and organize various aspects of business and personal matters for executive management. Consistently use sound judgment and complex problem‑solving skills to provide professional administrative support in a fast‑paced environment. Maintain high levels of integrity, discretion, and professionalism when dealing with senior professionals both inside and outside the company. Manage budget and financial matters, data management, and content analysis. Communicate and respond effectively to verbal and written inquiries on behalf of leadership, representing programs and policies to employees, management, and external stakeholders. Qualifications Bachelor's Degree in Business Administration or equivalent work experience. Five or more years of executive administrative support experience. Paralegal experience and commercial real estate knowledge is preferred. Experience working in a dynamic environment with a commitment to meeting deadlines. Experience using Photoshop and/or InDesign. Experience using the Navan platform for travel reservations and Workday for expense reports. Strong time‑management, organizational, and detail‑oriented skills. Excellent judgment and discretion in handling highly confidential information. Strong written and verbal communication skills, with the ability to communicate clearly and professionally at all levels. Ability to handle multiple priorities from varied constituents with tight deadlines in a fast‑paced environment. High degree of professionalism, strong work ethic, responsibility, and integrity. Ability to resolve problems independently and work autonomously. Strong computer proficiency in Microsoft Word, Excel, PowerPoint, and Outlook. Strong analytical/problem‑solving skills. Detail‑oriented, self‑starter who can prioritize, work independently with limited direction, multitask in a busy environment, adapt to changes, and work as a team. Excellent written, verbal, and interpersonal communication skills, particularly with management and industry professionals. Ability to complete high volumes of tasks and projects quickly with little guidance and to solve complex problems creatively and efficiently. Compensation We are committed to offering competitive and equitable compensation. Final salaries will be determined based on geographic location, skills, education, licenses, certifications, and/or experience. We prioritize pay equity and base offers on internal and external factors. A generous total compensation and benefits package is also offered. Benefits A competitive salary is only one part of your total rewards. We offer a comprehensive benefits package, including paid time off, medical, dental, life and disability insurance, HSA/FSA accounts, retirement, rewards programs, and more. Benefits overview available at EEO/ADA The Company and its affiliates provide equal employment opportunity to all individuals regardless of race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor. #J-18808-Ljbffr