Senior Executive Assistant: Calendar, Travel & Ops

Description

Core Responsibilities

Executive & Leadership Support

• Provide high-level administrative support to four executives, including complex calendar management, meeting coordination, and inbox support as needed
• Coordinate domestic and international travel, itineraries, and expense tracking
• Prepare executive materials including agendas, presentations, reports, and briefing documents
• Support preparation for board and leadership meetings, including scheduling, materials coordination, and logistics
• Track action items from executive, leadership, and board meetings and manage follow-up communications to ensure accountability and execution
• Serve as a professional point of contact between executives and internal and external stakeholders

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Meeting & Communication Effectiveness

• Own meeting preparation workflows, including agenda creation, pre-read distribution, and attendee coordination
• Draft and distribute meeting summaries, notes, and follow-up communications
• Ensure clarity of next steps, owners, and deadlines following key meetings
• Continuously improve meeting processes to enhance efficiency and effectiveness

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Office Management & Operations

• Manage day-to-day office operations to ensure a smooth, organized, and welcoming workplace
• Oversee office vendors, supplies, facilities needs, and general office logistics
• Coordinate errands and special requests to support executives and business operations
• Maintain office procedures, administrative documentation, and operational playbooks
• Track office-related expenses and budgets in partnership with leadership

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HR & People Operations Support

• Partner closely with the HR Manager on administrative HR functions
• Coordinate onboarding and offboarding logistics, including equipment, access, and first-day schedules
• Support employee lifecycle administration, including milestones, records, and scheduling
• Assist with benefits administration support and HR-related communications
• Maintain confidential employee and company information with professionalism and discretion

Requirements

Qualifications

• 3+ years of experience as an Executive Administrative Assistant, Office Manager, or similar role
• Proven experience supporting multiple senior leaders simultaneously
• Strong organizational and time-management skills with the ability to manage competing priorities
• Excellent written and verbal communication skills
• High level of professionalism, discretion, and sound judgment
• Proficiency with calendar systems, travel tools, and office software (Google Workspace, Microsoft Office); comfort using AI and emerging tools preferred
• Ability to work independently, anticipate needs, and adapt in a fast-paced environment