Executive Assistant

The Executive Assistant will be responsible for directing questions and requests for information, managing complex reports, and creating and monitoring complex plans and schedules. This position supports an Executive Leader and has exposure to highly sensitive information for the organization requiring considerable tact, diplomacy, and judgment. This position will support the leadership team under the Executive Leader, support travel and expense management, prepares reports, maintains files, and performs various special projects.

This role oversees daily office operations, manages administrative tasks, and supports staff to ensure a smooth and efficient work environment. This position manages office supplies, coordinates meetings, handles communications, oversees ordering of office equipment and supplies.

• Manages coordinating and arranging meetings and events with high-level executives and operational management inside and outside the company.
• Proactively manages daily calendars and meetings for assigned Executive Management and other team members, using discretion in the screening and prioritizing leaders  time.
• Independently answers and/or triages requests for information.
• Manages office supplies inventory and procurement, orders and maintains adequate supplies.
• Coordinates office equipment maintenance and repairs, ensures functionality, and addresses issues promptly.
• Independently establishes, organizes, and maintains files.
• Provides confidential, timely, and accurate information to facilitate communication and act as an effective liaison between internal and external customers.
• Reviews and prioritizes documents and responds as appropriate.
• Drafts and prepares correspondence, announcements, presentations, and reports, both internal and external to the company.
• Sets up and manages conference calls and meetings, including preparing and organizing meeting space and materials in advance, ordering food for breakfast/lunch, etc.
• Maintains the cleanliness and overall appearance of the physical office. Ensures that the Kitchen is sufficiently stocked with coffee, snacks, utensils, etc.
• Tracks inventory, manages/orders, and replenishes office supplies.
• Handling, preparing, and ship packages as needed.
• Accepts all incoming packages and directs them to appropriate individuals.
• Monitors and manages deadlines set.
• Arranges complex domestic travel; occasional international travel.
• Leads projects independently by researching, preparing, and coordinating material.
• Performs office receptionist duties for all visitors and vendors in person and on the phone.
• Assists with client contacts and support.
• Assists with projects/transactions in progress, including administrative details, maintaining contract timelines, and document delivery.
• Manages office moves and other various facilities-related tasks, if applicable.
• Handles coding and payment of vendor invoices, as necessary.
• Works with high integrity, professionalism, and discretion when handling confidential information and dealing with senior professionals inside and outside the company.
• Understands and complies with company policies and procedures while performing the above-mentioned role.
• Consistently uses sound judgment and complex problem-solving skills to provide professional administrative support in a fast-paced environment.

• Bachelor s Degree in Business Administration or equivalent work experience. Required
• 4-6 years Executive Administrative support experience. Required
• Experience working in a dynamic environment with a commitment to meeting deadlines. Required
• Experience using a platform for travel reservations and expense reconciliation. Required
• Strong time management and organizational skills, and detail-oriented.
• Demonstrated ability to exercise excellent judgment and discretion in handling highly confidential information.
• Strong written and verbal communication skills and proven ability to communicate clearly and professionally with individuals at all levels, internally and externally.
• Ability to handle multiple priorities from various constituents with tight deadlines in a fast-paced environment environment.
• A high degree of professionalism and a strong work ethic, coupled with a sense of responsibility and integrity.
• Ability to resolve problems independently and work with a high degree of detail, autonomy, and responsibility.
• Strong computer proficiency in Microsoft Word, Excel, PowerPoint, and Outlook required.
• Strong computer proficiency in Workday and Canva.
• Strong analytical/problem-solving skills.
• Requires a detail-oriented, self-starter who takes initiative, prioritizes, and works independently with limited direction and multitasking in a busy environment.
• Ability to accept new responsibilities and adapt to changes in procedures and processes, while working as part of a team. Must demonstrate excellent written and verbal communication and interpersonal skills, particularly the ability to communicate effectively with all levels of management and industry…