Executive Assistant

Job Description

Job Description

Job Title: Executive Assistant

Division: Home Office,   Administrative

Reports To: Senior Executive Assistant

FLSA Status: Exempt  

Position Summary :

The Executive Assistant provides high-level executive support to senior leaders within Norlee. This role is responsible for managing complex calendars, coordinating travel, preparing executive-level materials, organizing business data, and ensuring administrative precision across a wide range of strategic and operational matters.

This position operates in a highly visible, fast-paced environment supporting executive leadership. The role requires independent judgment, business maturity, and the ability to manage confidential and strategic matters with discretion.

The Senior Administrative Assistant is not simply task-driven; this position is expected to think ahead, anticipate needs, and function as an operational extension of the executives they support.

Success Measures (KPIs)

• Executive calendar accuracy and minimal scheduling conflicts.
• On-time preparation of executive materials for meetings and presentations.
• Expense processing accuracy and timeliness.
• Timely updating of organizational charts and workforce lookaheads.
• Positive executive feedback regarding preparedness and responsiveness.
• Contribution to seamless acquisition integration planning support.

Essential Duties and Responsibilities 

 

Executive Support & Calendar Management

• Manage and continuously prioritize complex executive calendars.
• Coordinate internal and external meetings across multiple time zones.
• Maintain visibility into direct report travel schedules.
• Anticipate scheduling conflicts and proactively resolve them.
• Prepare meeting materials and ensure executives are fully prepared.

Travel & Expense Management

• Coordinate all travel arrangements (flights, hotels, ground transportation).
• Manage itinerary changes and modifications as needed.
• Process and reconcile executive expenses through Ramp.
• Ensure expense reporting accuracy and timeliness.

Presentation & Document Preparation

• Prepare and professionally format PowerPoint presentations, PDF documents, and executive slide decks.
• Create, edit, and refine Excel, Word, and PowerPoint documents to executive-level standards.
• Assemble materials for bid reviews and executive presentations.
• Compile client-specific materials for face-to-face meetings.

Data Organization & Reporting

• Organize and assemble monthly financial reports, budgets, and operational data into executive-ready materials.
• Maintain structured documentation for strategic reviews.
• Update and maintain organizational charts and internal documentation.
• Support workforce planning lookaheads and resource forecasting.

Business Development & CRM Support

• Support executive pipeline visibility and CRM updates.
• Serve as a “lookahead” resource for developing new client opportunities.
• Interface cross-functionally to gather project-specific data and materials.
• Assist in building and organizing new client networks and relationship data.

General Administrative & Office Support

• Share in office administrative duties as needed.
• Maintain strict confidentiality across all business matters.
• Provide additional administrative support tasks as assigned.

Competencies 

• Executive Presence & Professionalism:  Demonstrates confidence, composure, and professionalism when interacting with executives, clients, and cross-functional partners. Maintains a polished demeanor and represents leadership with credibility and discretion.

• Strong Written & Verbal Communication: Communicates clearly, concisely, and professionally in both written and verbal formats. Produces executive-ready documents and presentations that reflect accuracy, clarity, and attention to detail.

• Anticipation & Proactive Planning:  Anticipates executive needs, identifies potential conflicts, and proactively prepares solutions before issues arise. Thinks ahead and maintains strong visibility into upcoming priorities and deadlines.

• Organizational Agility:  Manages multiple priorities and shifting demands with efficiency and flexibility. Quickly adapts to changing business needs while maintaining accuracy and professionalism.

• Detail Orientation:  Demonstrates strong attention to detail in scheduling, document preparation, financial data organization, and CRM updates. Ensures work products are accurate, thorough, and executive-ready.

• Discretion & Confidentiality : Maintains strict confidentiality when handling sensitive executive, financial, organizational, or acquisition-related information. Exercises always sound judgment and professionalism.

• High Accountability & Ownership: Takes ownership of responsibilities and follows through on commitments. Demonstrates reliability, responsiveness, and a strong sense of personal accountability in supporting executive leadership.

Education and/or Experience

A bachelor's degree in business administration or a related field is preferred but not required. The ideal candidate will have 5+ years of experience supporting senior executives in a fast-paced, professional business environment, with demonstrated responsibility for managing complex calendars, coordinating executive travel, preparing presentation materials, and processing expenses. 

 

Experience organizing financial reports, assembling executive-ready documentation, and maintaining organizational charts is highly preferred. 

 

Exposure to business development initiatives, CRM systems, acquisition diligence processes, or workforce planning activities is a plus. This role requires exceptional organizational skills, strong attention to detail, sound judgment, and the ability to manage multiple competing priorities while maintaining a high level of discretion and professionalism.

Language/Interpersonal/Leadership Skills

The successful candidate must possess strong verbal and written communication skills in English and be able to express ideas clearly and concisely, both in person and in writing. They should demonstrate professionalism, executive presence, and the ability to interact effectively with senior leadership, clients, and cross-functional teams. The ability to handle confidential information with discretion and exercise sound judgment is essential. Strong listening skills, responsiveness, and the ability to anticipate executive needs are critical to success in this role.

Mathematical Skills

Basic mathematical skills, including the ability to perform addition, subtraction, multiplication, and division with whole numbers, fractions, and decimals, are necessary for the role. The position also requires the ability to compile and organize financial data, budgets, and expense reports with accuracy and attention to detail.

Computer Skills

To perform this job successfully, an individual must have proficient computer skills and advanced knowledge of Microsoft Office 365 tools, including Outlook, Word, Excel, Teams, and PowerPoint. Advanced proficiency in Microsoft Excel and PowerPoint is required, with the ability to create polished, executive-level presentations and reports. Experience working with CRM systems and expense management platforms such as Corpay or Ramp is preferred.

Physical Demands

The work environment characteristics described here are representative of those an employee may encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This position is typically office-based, with occasional travel required for meetings, training, or events. The role may involve both working in a standard office setting and remotely supporting employees across various locations. Some flexibility in work hours may be needed to accommodate project timelines, system updates, or urgent issues that arise outside of regular office hours.