Executive Assistant

Job Description

Job Description

We are looking for an experienced Executive Assistant to support senior leadership in a fast-moving service environment. This short-term contract position is ideal for a highly organized, detail-oriented individual who can manage complex scheduling, travel coordination, and executive communications while working closely with a broader administrative support team. The role requires sound judgment, discretion, and the ability to stay effective as priorities shift. You will help create structure, maintain alignment across leadership activities, and ensure day-to-day executive operations run smoothly.

Responsibilities:

• Coordinate high-volume calendars for senior executives, arranging meetings and appointments in line with business priorities.

• Partner with other executive support team members and the Chief of Staff to provide consistent coverage and keep daily operations on track.

• Anticipate scheduling conflicts, adjust plans proactively, and communicate changes clearly to all relevant stakeholders.

• Arrange detailed travel plans, including air, lodging, ground transportation, and complete itineraries for executive travel.

• Oversee communications and scheduling related to corporate aircraft usage, ensuring accurate itinerary distribution.

• Support leadership events, off-site meetings, retreats, and other executive gatherings through careful planning and logistics coordination.

• Track action items and time-sensitive deliverables that require leadership input, escalating urgent matters when appropriate.

• Maintain organized records, meeting documentation, and confidential administrative files with a high degree of accuracy and discretion.

• Serve as a detail-oriented point of contact for scheduling requests and executive coordination across internal teams and partners.

• Provide additional administrative support to the executive assistant team as needed to maintain efficiency and continuity.

• 5+ years of experience in an Executive Assistant or comparable senior administrative support role.
• Demonstrated success managing complex calendars for executives in a fast-paced business setting.
• Strong experience coordinating domestic and/or international travel arrangements with close attention to detail.
• Proficiency with Microsoft Outlook for scheduling, communication, and calendar management.
• Experience preparing travel expenses or working with expense tools such as Concur.
• Ability to handle sensitive information with professionalism, sound judgment, and confidentiality.
• Strong organizational and multitasking skills with the ability to adapt to changing priorities.
• Effective interpersonal communication skills and a collaborative approach to supporting leadership teams.