The Executive Assistant provides high-level administrative and operational support to members of the Executive Leadership Team and reports directly to their assigned executive. Serving as a trusted partner, this role manages complex schedules, coordinates travel and meetings, facilitates communication, and ensures the smooth execution of day-to-day priorities. While each Executive Assistant supports a designated executive, they also collaborate closely with one another to ensure coordination and alignment across the Executive Leadership Team. The role serves as a central point of coordination across departments, supporting organization, communication flow, and follow-through on key initiatives that drive leadership effectiveness and operational efficiency.
Key Areas of Responsibility
Executive Support, Planning & Strategic Coordination
- Serve as a trusted administrative partner to the assigned executive by supporting the prioritization of workflow, communications, and leadership responsibilities
- Anticipate executive needs by proactively preparing materials, identifying potential issues, and supporting solutions that enable informed decision-making
- Support executive-level initiatives, strategic priorities, and special projects as assigned
- Represent the assigned executive with professionalism in internal and external interactions
- Support preparation for executive planning sessions, goal-setting activities, and leadership reviews
- Assist with maintaining dashboards, reporting materials, and performance tracking documentation
- Support executive leadership meetings and strategic planning discussions
- Organize information and priorities to help ensure executives remain focused on high-impact matters
Calendar, Travel & Meeting Management
- Manage a complex executive calendar, including internal leadership meetings, client engagements, and organizational commitments
- Coordinate domestic and occasional international travel arrangements, including itineraries, logistics, accommodations, and related expense documentation
- Prepare meeting agendas, briefing materials, presentations, and follow-up documentation.
- Record and distribute meeting minutes or summaries as needed to document discussions, decisions, and action items
- Track meeting commitments and action items to support timely follow-through
Communication & Stakeholder Coordination
- Serve as a central coordination point for communications involving the assigned executive(s)
- Draft, edit, and review executive correspondence, reports, presentations, and other leadership communications
- Coordinate with senior leaders, field leadership teams, customers, vendors, and external partners while maintaining professionalism and discretion
Organizational and Operational Coordination
- Support preparation and coordination of Executive Leadership Team meetings, leadership offsite meetings, and strategic planning sessions
- Maintain organized records, documents, and confidential materials related to executive activities and initiatives
- Coordinate information and materials across departments including Finance, Human Resources, Operations, and Sales as needed
- Identify opportunities to streamline administrative processes and improve communication flow to support organizational efficiency
- Handle sensitive and confidential information with a high degree of discretion and professionalism
- Exercise sound judgment in prioritization, decision support, and information management
Strategic Project & Leadership Support
- Assist in translating executive priorities into initiatives, milestones, and assigned responsibilities
- Prepare briefing materials, summaries, and analysis to support executive decision-making
- Track progress on key organizational initiatives and help identify risks or issues requiring leadership attention
- Support follow-up and accountability for action items generated during executive leadership meetings
Employee Culture & Engagement Support
- Assist in coordinating employee engagement activities involving executive leadership, such as employee lunches, recognition events, town halls, and leadership visits to field locations
- Support planning and logistical coordination for internal events that promote employee engagement, culture, and leadership visibility
- Collaborate with Human Resources and leadership teams to support company-wide engagement and culture initiatives
Education, Experience and Skills Required
- Minimum five (5) years minimum experience in an Executive Assistant or comparable administrative leadership role; Bachelor’s degree in Communication, Business Administration, or related degree preferred
- Demonstrated ability to manage complex calendars, competing priorities and executive-level communications
- Strong proficiency in Microsoft Office 365 (Excel, Outlook, Word, PowerPoint).
- Exceptional written communication skills with the ability to draft executive-level correspondence, organizational announcements, and internal communications on behalf of senior leadership
- Strong organizational, analytical, and problem-solving skills with exceptional attention to detail and the ability to manage multiple priorities and deadlines
- Demonstrated ability to maintain strict confidentiality and exercise sound judgment when handling sensitive executive information and enterprise-level priorities