Executive Assistant; In-Office

Resp & Qualifications PURPOSE

Reporting directly to a Senior Executive, the Executive Assistant provides comprehensive, high-level administrative and tactical support in a fast-paced environment. This role functions as a trusted partner and liaison across the enterprise, including executive leadership and the Board of Directors, ensuring seamless communication, effective prioritization, and execution of critical initiatives. The position also supports executive logistics coordination, including travel, secure movements, and related operational details in partnership with designated security and transportation resources.

• Proactively manage the Senior Executives complex calendar, including internal and external meetings, speaking engagements, and travel arrangements.
• Anticipate scheduling conflicts and shifting priorities, ensuring optimal use of the Senior Executives time.
• Prepare the Senior Executive for meetings by developing agendas, executive level presentations, briefing materials, and reports.
• Provide internal Board management support, including coordinating Board and committee calendars, scheduling meetings, and organizing and distributing meeting materials in partnership with internal stakeholders.
• Track Board-related action items, deadlines, and approvals to support timely follow-through and ensure alignment with the Senior Executives priorities.
• Work closely with the Executive Leadership team on related items & projects.

• Establish and maintain project tracking tools and systems to support the Senior Executive in prioritization, monitoring progress, and meeting key deliverables and deadlines.
• Track action items resulting from meetings and initiatives; partner with executive leaders and staff to ensure timely completion.
• Put tools, processes, and controls in place to ensure the Senior Executive is fully prepared for all engagements and remains on schedule for critical commitments.

• Serve as a primary point of contact between the Senior Executive and internal/external stakeholders, including Executive Staff, Board Members, business partners, and visitors.
• Facilitate effective, timely, and high-quality communication both up and down the organization, fostering transparency and open exchange of ideas.
• Manage executive communications, including screening and prioritizing calls, emails, and other correspondence; route inquiries appropriately and follow through as needed.

• Attend meetings as required to document discussions, capture decisions and action items, and distribute timely meeting summaries to key stakeholders.
• Coordinate and support offsite meetings, conferences, and external events sponsored by the Senior Executive, including site selection, vendor management (e.g., catering, A/V), and budget adherence.
• Partner with executive staff, the Executive Security Team, and administrative counterparts across multiple locations to align logistics, protocols, and requirements.
• Develop and manage daily schedules and detailed itineraries, confirming locations, arrival times, contacts, materials, and contingency plans.
• Coordinate private driver scheduling and routing, including real-time adjustments to accommodate changing priorities.
• Coordinate day-to-day security logistics (as applicable), including communicating schedule changes, validating locations and access considerations, and ensuring required details are available in advance.
• Book and coordinate out-of-state travel for the Senior Executive and associated support resources (as applicable), ensuring itineraries, confirmations, and logistics details are accurate and distributed to appropriate parties.

• Coordinate daily security and transportation needs in alignment with established protocols, including communicating schedule updates, locations, and timing changes.
• Prepare and maintain detailed daily itineraries for the private driver, including routing notes, contact information, special instructions, and contingency planning as needed.
• Serve as a…