Executive Assistant

Job Description

Job Description

We are looking for an Executive Assistant to provide high-level administrative support to leadership across two affiliated organizations. This Long-term Contract position is ideal for someone who can manage competing priorities, keep executive schedules running smoothly, and create structure around critical day-to-day coordination. The person in this role will help streamline meetings, travel, follow-up activities, and broader executive support while also assisting selected senior team members as needed.

Responsibilities:
• Manage complex calendars for executive leaders, aligning meetings, appointments, and shifting priorities to maximize efficiency.
• Coordinate domestic and/or international travel arrangements, including itineraries, bookings, schedule updates, and related logistics.
• Prepare and organize executive meetings by confirming attendees, arranging materials, and tracking important action items afterward.
• Serve as a central point of coordination for scheduling needs across multiple leaders and affiliated business entities.
• Monitor follow-up items on behalf of executives to help ensure deadlines, responses, and commitments stay on track.
• Provide day-to-day administrative support such as handling correspondence, organizing information, and maintaining orderly records.
• Anticipate conflicts or time-sensitive issues and resolve them proactively to protect leadership capacity for strategic and technical work.
• Support additional senior team members with administrative coordination when business needs require broader assistance.• Demonstrated experience supporting executives in a fast-paced, detail-focused environment.
• Strong calendar management skills with the ability to balance multiple priorities and schedule changes.
• Hands-on experience arranging business travel and managing related logistics with accuracy and discretion.
• Ability to coordinate executive meetings, maintain follow-up notes, and track action items effectively.
• Excellent organizational skills and strong attention to detail in administrative work.
• Clear written and verbal communication skills with a detail-focused and service-oriented approach.
• Ability to handle sensitive information with confidentiality and sound judgment.