Executive Assistant

Job Description

Job Description

We are looking for an Executive Assistant to provide high-level support to an excecutive in Birmingham, Alabama. This position blends administrative coordination with hands-on assistance across both work-related and personal matters, requiring someone who is highly organized, resourceful, and dependable. The ideal candidate is comfortable managing shifting priorities, anticipating needs, and keeping day-to-day operations running smoothly in a fast-paced environment.

Responsibilities:

• Coordinate the executive’s schedule, prioritize appointments, and help ensure each day is planned efficiently and executed on time.

• Arrange business travel, including itineraries, reservations, and related logistics, while adapting quickly to schedule changes.

• Oversee a mix of executive support tasks tied to both work and personal obligations, maintaining accuracy and discretion throughout.

• Collect, organize, and prepare financial documents needed for personal tax-related activities and recordkeeping.

• Review and retrieve banking information, assist with account-related administrative tasks, and help maintain organized financial records.

• Address time-sensitive requests with sound judgment, taking initiative to resolve issues independently whenever possible.

• Partner closely with another executive support team member to learn processes, coordinate priorities, and ensure seamless day-to-day coverage.

• Support expense tracking and property-related or business financial administration using tools such as QuickBooks and Outlook as needed.

• Proven experience supporting a senior executive or business leader in a high-accountability administrative role.
• Strong calendar management and travel coordination skills, with the ability to handle multiple moving parts at once.
• Excellent organizational abilities and a consistent track record of following through on deadlines and details.
• Sound judgment, professionalism, and the confidence to make decisions independently when situations require it.
• Comfort with technology and daily use of Microsoft Outlook in a workplace setting.
• Familiarity with QuickBooks or similar financial software, especially for expense tracking or account support, is preferred.
• A stable work history that reflects reliability, maturity, and long-term contribution in prior positions.
• Prior administrative experience is required; this role is best suited for someone with practical, hands-on administrative background rather than someone seeking an entry-level opportunity.