Executive Assistant

Executive Assistant To The President And Chief Executive Officer

Location: Lake Mary, FL (Hybrid) Position Type: Full-Time

The IIA is seeking an experienced, highly organized, and proactive Executive Assistant to the President and Chief Executive Officer to provide high-level administrative and operational support to our President and CEO.

This highly visible role requires exceptional judgment, discretion, and the ability to anticipate executive needs while managing complex schedules, international travel, confidential communications, and executive-level meetings.

The ideal candidate is a resourceful professional with extensive experience supporting C-suite executives, exceptional communication skills, and the ability to thrive in a fast-paced, globally connected environment.

Executive Support & Calendar Management

• Manage the President and CEO's complex calendar, coordinating meetings, priorities, and commitments across multiple time zones.
• Anticipate scheduling conflicts, proactively resolve issues, and ensure efficient use of executive time.
• Prepare agendas, briefing materials, presentations, correspondence, and other executive communications.
• Monitor incoming requests, track deadlines and action items, and coordinate timely follow-up.
• Provide administrative and operational support for executive initiatives and special projects.

Travel & Expense Coordination

• Coordinate complex domestic and international travel arrangements, including flights, accommodations, transportation, and detailed itineraries.
• Manage travel changes, documentation, and logistical requirements.
• Prepare and process executive expense reports accurately and in accordance with organizational policies.

Board & Executive Leadership Support

• Coordinate CEO-related logistics for Board of Directors meetings, committee meetings, and executive leadership sessions.
• Partner with Board Governance and internal teams to ensure timely preparation and distribution of meeting materials.
• Support scheduling, communications, and follow-up involving Board members, senior executives, and global stakeholders.
• Handle sensitive executive and governance information with the highest level of confidentiality and professionalism.

Communications, Meetings & Stakeholder Relations

• Serve as a primary point of contact for the CEO's office, interacting professionally with executives, Board members, employees, and external partners.
• Draft, edit, and proofread executive correspondence, presentations, and other business communications.
• Coordinate leadership meetings, stakeholder visits, speaking engagements, and organizational events.
• Track meeting decisions, action items, and follow-up responsibilities to support timely execution.
• Build effective relationships across departments and with global stakeholders.

Office Administration & Process Improvement

• Maintain confidential executive records, documents, contact lists, and administrative systems.
• Process invoices, purchase requests, and other administrative documentation.
• Identify opportunities to improve workflows, communication, scheduling, and executive office efficiency.
• Leverage Microsoft 365 and other productivity tools to streamline processes and support executive priorities.

Qualifications

Required Qualifications

• Bachelor's degree or equivalent.
• Minimum of 7 years of progressively responsible administrative experience, including at least 3 years supporting a CEO, C-suite executive, or other senior leader.
• Demonstrated experience managing complex executive calendars, coordinating international travel, and supporting high-level meetings and events.
• Exceptional organizational, time management, and prioritization skills with strong attention to detail.
• Proven ability to handle confidential and sensitive information with discretion, professionalism, and sound judgment.
• Excellent written and verbal communication skills, including executive-level correspondence and stakeholder interactions.
• Strong proficiency in Microsoft 365, including Outlook, Word, Excel, PowerPoint, and Teams.
• Ability to anticipate needs, independently resolve issues, and adapt quickly to changing priorities.
• Strong interpersonal skills and experience working with diverse stakeholders across organizational levels and cultures.
• Ability to work in a hybrid arrangement in Lake Mary, Florida, with additional in-office flexibility based on executive and business needs.
• Flexibility to occasionally work outside standard business hours and travel domestically or internationally as needed.

Preferred Qualifications

• Experience supporting Board members, senior executives, or other high-level stakeholders.
• Experience working in a global organization, professional association, or nonprofit environment.
• Familiarity with travel booking, expense management, collaboration, and executive productivity systems.

Equal Opportunity Employer

The Institute of Internal Auditors (IIA) is an Equal Opportunity Employer. We are committed to creating an inclusive workplace where all employees are treated with dignity and respect. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, sexual orientation, and gender identity), national origin, age, disability, genetic information, protected veteran status, or any other characteristic protected by applicable federal, state, or local law.