Executive Assistant

GENERAL PURPOSE OF JOB

The Executive Assistant is responsible for providing comprehensive administrative support to multiple executives within the organization. This role ensures the smooth operation of executive offices and facilitates effective communication and coordination among various departments. This role will understand and be able to flawlessly manage multiple projects, reports, and ideas simultaneously; providing thoughtful collaboration alongside senior leadership for helping members of the executive team manage the day-to-day leadership. A person who knows the importance of flawlessly executed meetings, trouble-free business travel and exceptional client service, and wants the responsibility for making it all happen. This role serves as a key point of contact for partners, prospects, customers, vendors, and visitors, helping to create positive and professional experiences that reflect the organization's commitment to service excellence. Through proactive support, responsiveness, and strong interpersonal skills, the Executive Assistant plays an important role in fostering productive relationships and ensuring stakeholders feel welcomed, valued, and supported.

KEY RESPONSIBILITIES

Calendar Management: Coordinate and manage the executives’ schedules, including arranging meetings, appointments, and travel plans. Analyze and prioritize executive calendar requests and decide on delegation and resolution of conflicts as needed. Communication: Serve as a liaison between executives, clients, and internal/external stakeholders, independently handling complex inquiries and managing responses and resolution on behalf of the executive team. Meeting Coordination: Act as a partner to executives, making independent decisions on organizing and preparing materials for meetings, including agendas, presentations, and minutes. Ensure that meeting logistics are arranged, such as room bookings, catering, and technical support, and handle post‑meeting follow‑ups including report outs. Travel Arrangements: Plan and book travel itineraries for the executives, including flights, accommodations, and transportation. Expense Reimbursements: Prepare and submit expense reports in a timely manner. Compile, submit and monitor business expenses. Flag inaccuracies or delays in payment. Document Management: Maintain and organize confidential files, records, and documents. Assist in the preparation and editing of reports, presentations, and other documents. Project Support: Manage and oversee executive‑led initiatives and special projects, collaborating cross‑functionally to ensure timely execution. Provide status updates and proactively resolve operational challenges. Office Management Support (When required by Location): Support the office management/manager with any office operations and procedures such as information management, filing systems, requisition of supplies, and other clerical services. This includes supporting the front desk from 8 am to 5 pm in coordination with the Office Manager and on an ad‑hoc basis. Support the Office Manager and Operations Staff on an as‑needed basis with any logistics of special events, parties, and meetings, including catering, talent, and venue selection. Corporate Apartment Support (When required by Location): Support corporate housing in the area with maintenance requests, cleaning company management, and ad‑hoc needs.

JOB REQUIREMENTS

Education: Bachelor’s Degree or equivalent experience in Business, Office Management, Marketing, Communications, or related field. Experience: 5+ years in executive administrative support, or related roles. Knowledge, Skills & Abilities: Basic understanding of the Microsoft Office Suite (Outlook, Word, PowerPoint, and Excel) Excellent attention to detail and written/verbal communication skills. Ability to remain calm under pressure without losing a customer‑service‑oriented attitude. Good listener, collaborator, and able to work in a fast‑paced environment while being able to adjust quickly to incoming requests and handle them in a timely manner. Ability to handle sensitive information with discretion and exhibits sound judgement with the ability to prioritize and make decisions. Proficient in working with email, including shared calendars. Excellent interpersonal and communication skills including the ability to collaborate cross‑functionally, build and manage relationships with key stakeholders. Demonstrated critical thinking and a drive for results. Ability to prioritize and manage processes, while ensuring all deadlines are met. Self‑starter with a proactive, consultative approach with a resourceful, can‑do attitude and is eager to tackle new projects and ideas. We offer comprehensive benefits for eligible employees including medical, prescription, dental and vision insurance, 401(k) retirement savings, paid time off, holidays and additional benefits. Quad is proud to be an equal opportunity employer. We are committed to creating a place of belonging — a space where employees do not need to sacrifice who they are to exist and grow in our workplace. Quad does not discriminate on any unlawful basis including race, religion, color, national origin, disability, gender, gender identity, sexual orientation, age, marital status, veteran status, genetic information, or any other basis prohibited by applicable federal, state, or local laws. Quad also prohibits harassment of applicants and employees based on any of these protected categories. Drug‑Free Workplace #J-18808-Ljbffr Quad/Graphics