Executive Assistant

Executive Assistant

Our client is seeking a highly polished and experienced Executive Assistant to provide high-level support to a senior executive. This is a fast-paced role requiring exceptional organization, professionalism, discretion, and the ability to anticipate needs in a demanding business environment. The position is approximately 90% traditional executive support, with additional responsibilities related to project coordination, project management, and contractor coordination. The ideal candidate will be proactive, disciplined, highly organized, and comfortable working with a strong sense of urgency in an environment where priorities can change quickly.

Key Responsibilities:

• Provide high-level administrative and executive support to a senior executive.
• Manage calendars, schedules, meetings, and appointments.
• Coordinate domestic and international travel arrangements.
• Prepare and manage travel itineraries and related logistics.
• Coordinate travel for leadership meetings at various company locations.
• Assist with scheduling and logistics for leadership meetings.
• Coordinate transportation and occasionally drive for business-related activities.
• Manage and reconcile executive expenses using Concur or similar expense management systems.
• Prepare, organize, and maintain confidential documents and correspondence.
• Coordinate meetings, calls, and communications.
• Follow up on action items and ensure deadlines and commitments are met.
• Assist with project coordination and project management as needed.
• Coordinate with contractors and external partners.
• Handle confidential and sensitive information with a high level of discretion.
• Manage multiple priorities while maintaining accuracy and attention to detail.
• Provide additional executive and administrative support as needed.

Qualifications:

• 10+ years of traditional executive-level support experience required.
• Strong experience supporting executives in a fast-paced environment.
• Demonstrated strong organizational and technical skills.
• Experience coordinating both domestic and international travel.
• Experience managing executive expenses, preferably using Concur or a similar system.
• Strong calendar and schedule management experience.
• Excellent written and verbal communication skills.
• Highly organized with exceptional attention to detail.
• Ability to prioritize multiple competing deadlines.
• Strong sense of urgency and ability to adapt to changing priorities.
• Proactive mindset with the ability to anticipate needs.
• Ability to work independently with minimal supervision.
• Professional and polished demeanor.
• Strong discretion and ability to handle confidential information.
• Experience coordinating projects or working with contractors is a plus.

Work Environment & Schedule:

• Generally MondayFriday, approximately 8:00 AM5:00 PM.
• Fully onsite.
• Some remote flexibility may be available when business travel occurs.
• Occasional after-hours support may be required.
• Periodic travel to other company locations may be required.
• Must be comfortable driving when needed for business-related travel.
• Business casual to formal professional dress environment.

Benefits:

• Medical, dental, and vision insurance effective upon hire.
• 401(k) with company match after eligibility period.
• Approximately 4 weeks of combined PTO/sick time.
• Annual performance-based bonus opportunity.
• Accident and critical illness insurance options.

Ideal Candidate Profile:

The ideal candidate is a seasoned Executive Assistant with significant experience supporting executives at a high level. They should be extremely organized, polished, proactive, and comfortable operating at a fast pace. This person should be able to anticipate needs, manage competing priorities, respond with urgency, and maintain a high level of professionalism and accuracy in a constantly changing environment.