Regional Executive Assistant

Regional Executive Assistant - Hybrid

Provides administrative, project and operational support to Workplace Regions leadership. The role has grown beyond traditional executive support to coordinate meetings, events, communications and cross-functional initiatives from planning through follow-up, turning complex information into clear plans, polished materials and accessible resources.

Job Responsibilities

Administrative Support

• Manage complex calendars, meeting requests, travel, shifting priorities and confidential matters for senior leaders.
• Prepare leaders for meetings, site visits and business reviews by coordinating agendas, pre-reads, presenters, decisions and follow-up.
• Serve as a liaison across regional teams, field leaders, support functions, clients, vendors and external partners.
• Maintain trackers and summarize open actions, risks, decisions and upcoming milestones.

Project, Meeting and Event Coordination

• Coordinate regional projects from planning through execution using timelines, owners, deliverables, milestones and risk escalation.
• Plan leadership meetings, Town Halls, training, onboarding and other events from initial concept through post-event follow-up.
• Manage venues, hotel blocks, travel, food and beverage, audiovisual needs, room setup, supplies and attendee communications.
• Build agendas, assign session owners and coordinate presenters, timing, deadlines, reviews and final materials.
• Create run-of-show documents, briefings and attendee resources; convert meetings and requests into action plans with clear ownership and next steps.

Communications, Process and Digital Enablement

• Draft and edit executive communications, business updates, summaries, presentations, one-pagers and follow-up messages.
• Synthesize operational, financial, people, safety and client information into concise leadership reporting and recommendations.
• Manage contributor outreach, deadlines, approvals, version control, distribution and feedback analysis.
• Create workflows, SOPs, templates, job aids and centralized resources in Teams, SharePoint, Smartsheet or similar platforms.
• Use Microsoft 365, Copilot and other digital tools to improve meeting preparation, reporting, analysis and knowledge management.

Qualifications

Bachelor's degree in a related field or equivalent experience. Experience supporting senior leaders and coordinating projects, meetings, events or communications in a fast-paced environment. Strong writing, organization, stakeholder management, judgment, attention to detail and follow-through. Proficiency with the Microsoft 365 suite; experience with Salesforce, Concur, Egencia, Smartsheet, Power BI or similar systems is beneficial. Facilities management, regional operations, vendor management or complex B2B service experience is preferred.

Core Competencies

• Executive partnership
• Calendar management
• Project coordination
• Meeting and event management
• Agenda creation
• Deliverable tracking
• Leadership communications
• Process improvement
• AI and digital enablement
• Judgment and confidentiality