Executive Assistant

Position Summary

The Executive Assistant to IMG & On Location's CFO provides day-to-day administrative and organizational support to an executive and the broader team. This role coordinates calendars and meetings, assists with travel and expenses, prepares materials, handles sensitive information, and helps ensure that priorities and follow-up items stay on track.

Responsibilities

• Maintain calendars, schedule meetings, coordinate logistics, and communicate changes in a timely and professional manner.
• Assist with travel arrangements, including itineraries, transportation, accommodations, and expense documentation.
• Prepare agendas, briefing materials, presentations, meeting notes, and follow-up communications.
• Organize and facilitate executive meetings, leadership meetings, and team events.
• Monitor action items, deadlines, and commitments to help ensure timely follow-through.
• Draft, proofread, and edit correspondence, documents, and presentations.
• Serve as a professional point of contact for internal and external stakeholders.
• Handle confidential business, personnel, and financial information with a high degree of discretion.
• Manage expense reports, invoices, purchase orders, and other administrative processes as needed.
• Support special projects, team activities, and other administrative assignments as needed.
• Build strong relationships across the organization and coordinate effectively with other assistants and business partners.
• Identify opportunities to improve administrative processes, communication, and overall team efficiency.

Qualifications

• 02 years of administrative, internship, coordinator, customer service, or other relevant professional experience.
• Strong organizational skills and attention to detail.
• Ability to manage multiple tasks, meet deadlines, and ask questions when priorities are unclear.
• Exceptional written and verbal communication skills.
• Professional, dependable, service-oriented, and committed to maintaining confidentiality.
• Proficiency with Microsoft Office or Google Workspace, including calendar, email, document, spreadsheet, and presentation tools.
• Ability to work independently while collaborating effectively with a broad range of stakeholders.
• Calm, flexible, and solutions-oriented approach in a changing environment.
• High school diploma required; associate's or bachelor's degree preferred.