Executive Assistant

Job Description

Job Description

We are looking for an experienced and adaptable Executive Assistant to support daily office operations and provide high-level administrative coordination for a busy team. This is a contract-to-hire role ideal for someone who thrives in a fast-moving environment and can balance executive support with office admin responsibilities. The role calls for strong judgment, excellent organization, and a service-oriented approach to creating a welcoming and efficient workplace experience.

Responsibilities:

• Oversee the day-to-day flow of the office, ensuring workspaces, reception areas, and shared spaces remain organized, functional, and well maintained throughout the day.

• Coordinate meeting arrangements by managing room availability, preparing materials, arranging catering, and handling setup and cleanup requirements.

• Maintain executive and conference room calendars, schedule appointments and meetings, and quickly address conflicts or last-minute changes.

• Arrange domestic and international travel plans, and complete expense reporting and timesheet administration with accuracy and timeliness.

• Support onboarding activities for new team members by helping organize orientation logistics and office readiness.

• Partner with internal teams to schedule candidate interviews, manage recruiting logistics, and assist with training sessions, team events, and employee engagement activities.

• Work with external service providers and vendors for office services such as equipment, cleaning, mail, and other operational support needs.

• Prepare and distribute weekly office updates to keep employees informed about upcoming meetings, visitors, and team activities.

• Bachelor’s degree and at least 3 years of experience in an executive assistant, office coordination, or similar administrative support role.

• Background in consulting, a creative agency, hospitality, or another fast-paced client-facing environment.

• Strong written and verbal communication skills with the ability to interact effectively with executives, colleagues, candidates, and visitors.

• Demonstrated ability to manage calendars, scheduling, and multiple competing priorities with strong attention to detail.

• Resourceful problem-solving skills and sound judgment when handling changing needs or unexpected challenges.

• Proficiency with Microsoft Office and confidence in learning and using workplace technology tools.

• Comfortable working in an evolving environment that requires flexibility, initiative, and the ability to shift direction quickly.

• Ability to lift and move items weighing up to 30–50 pounds as needed for office and event suppor