Executive Assistant

Executive Assistant

This Executive Assistant role provides high-level administrative support to a senior leader, ensuring seamless management of their calendar, travel, and business expenses. The position requires a proactive professional who can coordinate complex schedules, collaborate closely with other executive support staff, and maintain a polished, welcoming presence in the executive suite. The ideal candidate brings strong organizational skills, sound judgment, and experience supporting C-suite executives in a fast-paced, professional environment.

Responsibilities

• Manage the executive's calendar in Microsoft Outlook, including scheduling, rescheduling, and prioritizing meetings to optimize the executive's time.
• Coordinate all meeting logistics, including confirming speaking times, securing meeting locations or virtual links, and ensuring all required materials and information are prepared in advance.
• Arrange comprehensive travel logistics in partnership with the executive's travel agent, including flights, accommodations, ground transportation, and any related itineraries.
• Process and manage the executive's business expenses using Workday, ensuring accuracy, timeliness, and compliance with internal policies.
• Calendar all meeting requests via Outlook, ensuring invitations include accurate details, participants, and any required attachments.
• Partner closely with the Executive Administrative Assistant to the CEO to welcome and direct visitors as they enter the executive suite, ensuring a professional and courteous experience.
• Provide general administrative support such as documentation management, organizing files, and maintaining orderly records and office systems.
• Support coordination of leadership meetings, conferences, and seminars by aligning schedules, preparing agendas, and assisting with logistical arrangements as needed.
• Communicate professionally with internal and external stakeholders, including executives, staff, and partners, to facilitate smooth operations and timely information flow.
• Demonstrate discretion and confidentiality in handling sensitive information and executive-level communications.

Essential Skills

• 35 years of experience supporting C-suite executives as an Executive Assistant or in a similar executive administrative role.
• Proven experience with calendar management, including scheduling and prioritizing meetings for senior leaders.
• Demonstrated experience arranging complex travel logistics for executives.
• Strong executive administrative skills, including scheduling, calendaring, office management, and documentation management.
• Proficiency with Microsoft Outlook and the broader Microsoft suite of products.
• Ability to manage business expenses and related processes, with familiarity using systems such as Workday considered a plus.
• Excellent organizational skills with strong attention to detail and the ability to manage multiple priorities.
• Strong written and verbal communication skills, with a professional and polished demeanor.
• Ability to work independently, exercise sound judgment, and handle confidential information with discretion.

Additional Skills & Qualifications

• Experience with Workday, particularly for expense management or administrative workflows, is a plus.
• Prior experience in environments that coordinate conferences, seminars, or leadership training is beneficial.
• Familiarity with advocacy, communications, or government relations environments is advantageous.
• Experience supporting organizations that conduct research, education, or technical initiatives is helpful.
• Comfort working in a member-focused or service-oriented organization.
• Demonstrated ability to collaborate effectively with other executive support staff and cross-functional teams.

Work Environment

This is a full-time, in-office position with no hybrid option. The standard workday is 8 hours, with typical hours between 7:30 a.m. and 5:00 p.m., offering some flexibility within that window. The role is based in an executive suite environment where professionalism, confidentiality, and a polished presence are essential. The position involves extensive use of Microsoft Outlook and other Microsoft applications, as well as business systems such as Workday for expense management. The organization provides a professional office setting that supports leadership, training, conferences, advocacy, research, and member-focused services, offering opportunities to interact with a wide range of internal and external stakeholders.