Executive Assistant

Executive Assistant

The Executive Assistant (EA) provides high-level administrative, operational, and strategic support directly to the Executive Director, and to other senior leadership as needed. This role requires exceptional judgment, professionalism, and the ability to anticipate needs in a fast-paced environment. The EA acts as a trusted partner, ensuring the Executive Director's time, priorities, and communications are managed with precision. Must also mesh well with the executive management team and staff.

Key Responsibilities

Administrative & Operational Support for Executive Director

• Manage complex calendars, scheduling with staff, tenants and public entities. Must be flexible re: abilities for rescheduling and juggling calendars.
• Prepare, edit, and organize documents, presentations, and reports for internal and external affairs.
• Handle travel arrangements, itineraries, logistics, and expense reporting.
• Maintain organized filing systems so that you can retrieve quickly as needed.

Executive Communication & Liaison

• Serve as a point of contact between the ED to staff and outside entities if he is unavailable.
• Draft, review / proofread, collect information and manage professional correspondence, reports and communications.
• Ensure timely follow-up on action items, requests, and deadlines.
• Represent with professionalism yet be personal and friendly with staff and guests. Build relationships.

Strategic & Project Support

• Attend Monthly Board Meetings. Assist in collecting information from staff and creating a Draft of the Director's Report for his review.
• Anticipate coming events and prepare; prevent problems before they develop and be organized. You are the "gatekeeper". Will work closely with Director of Communications.
• Assist with special projects as requested and be internet savvy, regarding research.
• Identify opportunities to streamline processes and improve operational efficiency.

Meeting & Event Management

• Coordinate executive-level meetings and company events; on- and off-site. Will be a member of the Social Committee which plans for quarterly staff events, and quarterly meetings / special events with our tenants.

Confidentiality & Professionalism

• Handle sensitive information with the highest level of discretion.
• Demonstrate sound judgment, emotional intelligence, and a proactive mindset.
• Uphold the executive's standards, preferences, and organizational values.

Qualifications

Required

• 8+ years of experience supporting senior or C-suite executives in corporate, executive environment.
• Exceptional written and verbal communication skills.
• Strong organizational and time-management abilities.
• Proficiency with (Microsoft 365, Teams, Outlook, Excel, PowerPoint).
• Ability to multitask, prioritize, and adapt in a fast-moving environment.
• High level of professionalism, discretion, and reliability.
• Bachelor's degree in Business Administration, Communications, or related field.

Key Competencies

• Proactive problem-solving
• Strategic thinking
• Relationship building
• Attention to detail; keep a To-Do List
• Confidentiality and discretion
• Adaptability and reliability
• Executive presence
• A good sense of humor is welcomed!!

(Reasonable accommodations will be made in accordance with existing ADA requirements for otherwise qualified individuals with a disability.)

(These essential job functions are not to be construed as a complete statement of all duties performed. Employees will be required to perform other job related marginal duties as required.)

Equal Employment Opportunity

The Port is an equal opportunity employer. The Port is committed to the spirit and letter of all federal, state and local laws and regulations pertaining to equal opportunity. To this end, the Port does not discriminate against any individual with regard to race, color, religion, sex, national origin, age, disability, marital status, veteran status, sexual orientation or other protected status. This Policy extends to all terms, conditions and privileges of employment, as well as the use of all Port facilities.

No form of unlawful discrimination, including unlawful harassment, will be tolerated.