Executive Administrative Assistant

Summary

The Executive Assistant provides high-level, proactive support to a Senior Executive Vice President and serves as a trusted executive partner in managing time, priorities, communications, relationships, and critical business deliverables. This role goes beyond traditional administrative support by anticipating executive needs, exercising sound judgment, navigating competing priorities, and coordinating effectively across the organization.

The Executive Assistant operates with a high degree of discretion, professionalism, and executive presence, helping the Senior SVP maximize effectiveness and maintain focus on strategic priorities.

The role requires the ability to operate independently in a fast-paced, highly visible environment while building strong relationships with senior leaders, cross-functional partners, and internal and external stakeholders.

• Manage a complex, dynamic executive calendar across internal and external stakeholders, balancing strategic priorities, business commitments, and urgent requests.
• Apply sound judgment when prioritizing requests for the Senior SVP's time and proactively resolve scheduling conflicts.
• Anticipate upcoming needs, dependencies, and potential conflicts to ensure the executive is prepared and positioned for success.
• Protect executive focus time while ensuring critical business priorities receive appropriate attention.

• Serve as a professional and trusted point of contact for the Senior SVP, interacting confidently with senior leaders, executives, Board-related stakeholders, external partners, and other high-visibility contacts.
• Screen, triage, and prioritize communications, escalating matters appropriately and ensuring timely follow-up.
• Draft and coordinate polished executive communications, correspondence, announcements, and other materials.
• Build and maintain strong working relationships across the enterprise while representing the Senior SVP with professionalism and discretion.

• Coordinate domestic and international travel, detailed itineraries, transportation, accommodations, expense reporting, and related logistics.
• Prepare the Senior SVP for meetings, events, presentations, and other engagements by ensuring agendas, materials, background information, and logistics are complete and readily accessible.
• Proactively identify and resolve logistical issues before they impact the executive or business priorities.

• Draft, format, edit, and proofread executive-level presentations, talking points, briefing documents, reports, memos, meeting materials, and other communications.
• Coordinate with internal partners to gather, organize, and synthesize information required for executive meetings and presentations.
• Ensure materials are accurate, concise, appropriately tailored to the audience, and executive-ready.

• Plan and coordinate high-visibility leadership meetings, executive presentations, off-sites, town halls, conferences, and other strategic events.
• Manage agendas, meeting logistics, presentations, materials, participant coordination, and follow-up.
• Track decisions, action items, commitments, and next steps to support accountability and timely execution.
• Partner with cross-functional teams to ensure seamless execution of executive engagements.

• Maintain confidential executive files, records, correspondence, and business information.
• Coordinate and track approvals, invoices, expenses, travel, and other executive-related business processes.
• Compile information from multiple sources and provide organized, concise summaries to support executive decision-making and follow-through.
• Monitor deadlines and deliverables and proactively communicate status, risks, and required actions.

• Serve as a trusted thought partner to the Senior SVP by anticipating needs, identifying dependencies, and helping navigate competing priorities.
• Assess urgency and importance of incoming requests and determine appropriate next steps, escalation, or delegation.
• Identify potential issues early and proactively recommend practical solutions.
• Adapt quickly as priorities shift while maintaining focus on the executive's most critical objectives.

• Support the effective day-to-day…