Executive Assistant

Description

Position Summary

The Executive Assistant provides high-level administrative and organizational support to the Chief Experience Officer. This role serves as a trusted resource, helping manage priorities, coordinate schedules, prepare communications, and support the efficient flow of information across the organization.

The ideal candidate is highly organized, professional, resourceful, and able to anticipate needs while managing multiple priorities in a fast-paced environment. This position requires strong judgment, attention to detail, discretion, and the ability to work effectively with employees and external partners at all levels.

Essential Duties and Responsibilities

• Provide comprehensive administrative support to assigned executive leadership.
• Manage complex calendars, including scheduling meetings, coordinating appointments, and resolving scheduling conflicts.
• Coordinate internal and external meetings, including preparing agendas, gathering materials, arranging meeting logistics, and documenting follow-up items as needed.
• Monitor and help prioritize incoming communications, requests, and deadlines.
• Draft, edit, format, and proofread correspondence, presentations, reports, and other materials.
• Coordinate travel arrangements and prepare related itineraries and documentation.
• Prepare and process expense reports, invoices, purchase requests, and other administrative documentation.
• Maintain organized records, files, and confidential information in accordance with organizational practices.
• Support the planning and coordination of executive, leadership, board, or organizational meetings and events, as assigned.
• Track projects, commitments, deadlines, and action items to help ensure timely completion.
• Serve as a professional point of contact between executive leadership and employees, clients, community partners, vendors, and other stakeholders.
• Assist with special projects, research, data gathering, and reporting as requested.
• Anticipate administrative and operational needs and proactively identify opportunities to improve organization and efficiency.
• Handle sensitive and confidential information with professionalism and discretion.
• Perform other duties as assigned.

Qualifications

Education and Experience

• High school diploma or equivalent required.
• Associate or bachelor's degree in business administration, communications, or a related field preferred.
• Previous experience supporting executive or senior-level leadership required.
• An equivalent combination of education and relevant experience may be considered.

Knowledge, Skills, and Abilities

• Strong organizational and time-management skills, with the ability to manage multiple priorities and deadlines.
• Excellent written and verbal communication skills.
• Strong attention to detail and commitment to accuracy.
• Demonstrated professionalism, sound judgment, and discretion.
• Ability to anticipate needs, take initiative, and work independently with limited direction.
• Ability to adapt to changing priorities and remain composed in a fast-paced environment.
• Strong interpersonal skills and the ability to build effective working relationships at all levels of the organization.
• Ability to handle confidential and sensitive information appropriately.
• Strong problem-solving and follow-through skills.
• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and Teams.
• Ability to learn and effectively use organizational systems and technology.