Executive Assistant

Job Description

Job Description

Temporary Executive Assistant

Location: 601 – 3 days per week minimum, M-F with availability window of about 8:00-6:00

Duration: ASAP -TBD

FT Hours

 
Position Purpose and Scope

This role combines high-level executive support with operational coordination, cross-functional communication, and project management responsibilities to ensure leaders remain focused on the most impactful work. This person will proactively manage priorities, coordinate critical initiatives, and facilitate communication across internal stakeholders and external partners. Additional responsibilities include calendar management, travel coordination, expense submission and tracking, document preparation, presentation support, meeting coordination, and communication with internal stakeholders and external partners.

The role operates in a fast-paced, highly collaborative environment and requires requires sound judgment, business acumen, exceptional organizational skills, discretion, the ability to anticipate needs and manage multiple priorities with professionalism and follow-through.

 
Key Responsibilities

Strategic Leadership Support & Prioritization

• Serve as a trusted partner to senior leaders by helping manage priorities, optimize time, and ensure focus on critical business objectives.

• Evaluate incoming requests and commitments, helping leaders prioritize activities in alignment with strategic goals and organizational priorities.

• Anticipate leadership needs and proactively identify opportunities to improve effectiveness, communication flow, and decision-making.

• Monitor key initiatives, deadlines, and commitments, ensuring follow-through and visibility on progress, risks, and outstanding actions, ensuring leaders have clear line of sight.

• Demonstrate professionalism and executive presence when interacting with senior leaders, external partners, and stakeholders across the organization.

• Operate with a solutions-oriented mindset, balancing multiple priorities while maintaining exceptional attention to detail and follow-through.

Operational Excellence

• Manage complex calendars and schedules, balancing business priorities, stakeholder needs, and shifting demands while optimizing leaders’ time.

• Prepare leaders for meetings by assembling relevant background information, briefing documents, presentations, and decision-support materials.

• Track action items and commitments from leadership meetings, driving accountability and follow-up across teams.

• Coordinate domestic and international travel, ensuring efficient itineraries and seamless logistics while anticipating potential issues and resolving conflicts proactively.

• Manage expense reporting, budget tracking support, approvals, and reconciliation activities with a high degree of accuracy and accountability.

• Support agency leadership operations, including meeting logistics, strategic discussions, and team meetings ensuring agendas, materials, and objectives are clearly defined.

• Maintain organizational documents, leadership resources, contact databases, org charts, and operating materials.

 
Requirements

• 5+ years supporting senior executives, leadership teams, or business operations in a fast-paced environment.

• Proven ability to serve as a trusted partner to senior leaders, helping prioritize work, manage competing demands, and drive business objectives.

• Exceptional organizational and project management skills with strong attention to detail and follow-through.

• Strong business judgment, discretion, and ability to handle confidential information.

• Experience managing complex calendars, executive communications, travel, meetings, and leadership priorities.

• Excellent written and verbal communication skills

• Strong cross-functional collaboration and relationship-building skills

• Strong listening and note-taking skills, with the ability to synthesize information and follow up on next steps.

• Interest in fashion, marketing, creative, or digital industries preferred.

• Proactive, resourceful, and solutions-oriented with the ability to anticipate needs and solve problems independently.

• Advanced proficiency in Microsoft Outlook, PowerPoint, Teams, Word, and Excel.