Executive Assistant

About EPIC International

EPIC International is a global meeting, incentive travel, and event management agency specializing in creating extraordinary experiences for corporate clients around the world. Our team delivers high-impact meetings, conferences, incentive trips, and strategic events through exceptional service, creativity, and flawless execution.

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to support our Chief Operating Officer, President & Founder, and Vice President of Sales & Marketing. This role serves as a critical member of the leadership support team, helping ensure organizational efficiency, seamless communication, and successful execution of company initiatives.

Position Overview

The Executive Assistant will provide high-level administrative and operational support to EPIC's executive leadership team. This individual will manage calendars, travel, meetings, communications, special projects, and company initiatives while serving as a trusted partner to leadership.

The ideal candidate thrives in a fast-paced environment, exercises sound judgment, maintains confidentiality, and anticipates needs before they arise.

In addition to executive support responsibilities, this role will assist with a small number of VIP client trips throughout the year, helping coordinate personalized travel experiences and logistics.

Primary Areas of Responsibility

Executive & Calendar Management

• Manage complex calendars for the COO, President & Founder, and VP of Sales & Marketing
• Schedule internal and external meetings across multiple time zones
• Coordinate leadership availability and prioritize competing requests
• Manage meeting logistics, agendas, materials, and follow-up items
• Track deadlines, action items, and executive priorities
• Assist with executive expense reporting and administrative support
• Prepare executives for meetings through briefing documents and organization of materials

Travel & Event Coordination

• Coordinate domestic and international travel arrangements for executives
• Manage flight, hotel, transportation, and itinerary logistics
• Prepare detailed travel itineraries and executive briefing documents
• Assist with site inspections, client meetings, conferences, and company events
• Support executive attendance at industry conferences and networking events
• Coordinate occasional personal travel and scheduling requests as needed
• Assist with planning and coordination of select VIP client trips throughout the year
• Research and coordinate hotel accommodations, transportation, dining reservations, activities, and itinerary details for VIP travelers
• Prepare personalized travel itineraries and supporting travel documents
• Communicate with hotels, vendors, and destination partners to ensure a seamless travel experience
• Support special requests and concierge-style arrangements as needed

Communication & Administrative Support

• Draft, edit, and proofread professional correspondence, presentations, and internal communications
• Monitor and prioritize incoming communications when requested
• Serve as a liaison between leadership, clients, vendors, and internal teams
• Maintain confidential records and sensitive information
• Prepare meeting summaries, notes, and action-item tracking
• Support executive reporting and presentation preparation
• Assist with company-wide communications and announcements as needed

Project Management & Operations Support

• Assist with special projects and strategic initiatives across the organization
• Track project timelines, deliverables, and executive requests
• Support leadership meetings and company-wide initiatives
• Help coordinate team meetings, trainings, and internal events
• Organize company documents, files, and operational resources
• Identify opportunities to improve administrative processes and efficiency
• Assist with vendor coordination and operational logistics as assigned

Leadership Team Support

• Provide day-to-day support for the COO, President & Founder, and VP of Sales & Marketing
• Anticipate executive needs and proactively solve problems
• Assist with confidential business matters and leadership projects
• Help manage priorities across multiple departments and stakeholders
• Support business development initiatives and client-facing activities as needed
• Act as a trusted partner to leadership and help maintain smooth day-to-day operations

Qualifications

• 3+ years of Executive Assistant, Administrative Assistant, Office Manager, or similar experience
• Experience supporting multiple executives simultaneously preferred
• Exceptional organizational and time management skills
• Strong written and verbal communication abilities
• High level of professionalism, discretion, and confidentiality
• Ability to prioritize and adapt in a fast-paced environment
• Strong attention to detail and follow-through
• Proficiency with Microsoft Office, Outlook, PowerPoint, Teams, and Google Workspace
• Comfortable learning and utilizing new technology platforms
• Self-motivated with the ability to work independently
• Strong problem-solving skills and ability to anticipate needs

Preferred Experience

• Executive support within a professional services, hospitality, events, travel, or agency environment
• Experience coordinating executive travel and meeting logistics
• Project management experience
• Familiarity with CRM systems, Cvent, or event management platforms
• Experience utilizing AI productivity tools such as ChatGPT and Claude
• Experience supporting business owners, founders, or senior leadership teams
• Luxury travel, hospitality, or concierge experience is a plus