Executive Assistant

Executive Assistant

We are seeking a highly skilled Senior Executive Support & Project Management Specialist to provide comprehensive support to our Chief Information Officer (CIO) and technology leadership team. This hybrid role blends executive support, project coordination, communications support. You will manage complex schedules, streamline communications, coordinate enterprise level meetings, and ensure seamless operational rhythm in a fast paced, global environment. The ideal candidate is proactive, composed, detail obsessed, technologically fluent (particularly with AI tools), and comfortable operating with significant autonomy in a Fortune 500 setting.

Job Responsibilities

• Executive & Administrative Support
• Manage and prioritize the CIO's calendar across global time zones.
• Arrange detailed domestic and international travel itineraries.
• Serve as primary point of contact for internal teams, executives, and external partners.
• Handle expenses and ensure compliance with budget policies.
• Maintain strict confidentiality and high integrity in managing sensitive information.
• Fully facilitate Tech Leadership meetings, including scheduling, agendas, and attendee lists.
• Support preparation and delivery of Board-level materials.
• Ensure all calendar entries include complete logistics and access details.
• Anticipate impacts of major events (board meetings, LT meetings, town halls) and build necessary prep sessions.
• Adjust the executive's schedule proactively as priorities evolve.
• Communications Monitoring
• Monitor incoming communications (emails, teams messages) to ensure nothing critical is missed.
• Assess urgency using knowledge of priorities, deadlines, and senders.
• Ensure pre-read materials are delivered at least 24 hours before meetings.
• Screen external inquiries and respond/escalate appropriately on behalf of the CIO.
• Leadership Meeting & Town Hall Management
• Own agendas, run of show, materials, and logistics for Leadership Meetings and Town Halls.
• Coordinate presenters, content sequencing, and timely input collection.
• Support development and flow of Board level materials.
• Project Management
• Assist in defining, leading, and tracking projects and deliverables.
• Identify resources and support alignment to meet project objectives.
• Coordinate logistics for project teams and on-site visits.
• Manage administrative operations while driving execution of key team deliverables.
• Communicate regular process updates across the organization.
• Conduct ad hoc data and financial analyses.
• Document & Communication Support
• Draft, edit, and refine executive level correspondence, presentations, and reports.
• Produce board ready materials reflecting the CIO's tone and priorities.
• Support clear communication flow across the CIO organization and senior leadership.
• Cross Enterprise Influence
• Build trusted relationships with executives, business leaders, EAs, and key partners.
• Represent the CIO when appropriate-requesting updates, resolving issues, and driving outcomes.
• Effectively determine when it is appropriate to speak on behalf of the CIO.

Critical Behaviors

• Anticipatory, proactive thinker
• Calm under pressure
• Outcome-driven and aligned with executive priorities
• Exceptionally organized and structured
• High integrity and discretion
• Strong executive level communication
• Executive presence and ability to influence without authority

AI Forward Capability

• Proficiency with Microsoft Copilot and modern AI tools
• Ability to use AI for communication, summarization, prioritization, and workflow optimization
• Curiosity about emerging technology and continuous improvement

Additional Attributes

• Fast learner with strong business acumen
• Persistent yet diplomatic
• Comfortable with ambiguity and complexity
• Committed to continuous improvement

Qualifications

• Bachelor's degree or equivalent experience in Accounting, Finance, Business Management, or related field
• 7+ years supporting C-level executives, preferably in a Fortune 500 environment
• Strong project management experience
• Advanced proficiency with Microsoft Office, Teams, SharePoint, and AI tools
• Exceptional organizational, multitasking, and decision-making ability
• Strong analytical skills and independent working capability

Preferred

• Experience with SAP travel systems (Concur)
• High emotional intelligence and relationship-building skills
• Experience with global travel coordination or event planning