Assistant Professional 4

Executive Administrative Assistant

Minimum 35+ years of relevant experience

Executive administration

Leadership operations

Project or program coordination

Chief-of-Staff-style support experience is highly valued

Provide day-to-day administrative and operational support to the leadership team (calendars, meetings, travel, expenses).

Coordinate leadership meetings, including agendas, materials, notes, and follow-up actions.

Track decisions, commitments, and action items to ensure accountability and follow-through.

Act as a central point of coordination for leadership-related activities and requests.

Support annual, quarterly, and monthly planning processes.

Help translate leadership priorities into clear timelines, milestones, and deliverables.

Monitor progress on key initiatives and surface risks, dependencies, or delays.

Maintain lightweight systems to track goals, metrics, and priorities.

Work with VPs, Directors, and Managers to ensure alignment across teams.

Facilitate information flow between leadership and the broader organization.

Support cross-functional initiatives by coordinating inputs, meetings, and communications.

Help prepare updates, reports, and presentations for internal audiences.

Draft and distribute leadership communications as needed.

Ensure consistent documentation of decisions, processes, and plans.

Support leadership offsites, town halls, and internal events.

Handle sensitive information with discretion and professionalism.

Identify opportunities to improve leadership workflows, meetings, and processes.

Implement practical tools and systems to increase efficiency and clarity.

Bring a proactive, problem-solving mindset to day-to-day operations.

Experience working in a growing organization (50300 employees)

Exposure to strategic planning, OKRs, or operational planning.

Comfort working with ambiguity and evolving priorities.

Bachelors degree or equivalent practical experience.

Advanced Microsoft Office expertise (Excel, PowerPoint, Outlook).

Strong organizational and prioritization skills.

Project management / task tracking experience.

Ability to operate in ambiguity and fast-changing environments.

Professional executive presence and discretion.

5+ years of experience in executive administration, operations, project coordination, or similar roles.

Experience supporting senior leaders in a fast-paced organization.

Strong organizational skills and attention to detail.

Excellent written and verbal communication skills.

Ability to manage multiple priorities and work independently.

High level of discretion, judgment, and professionalism.