Executive Assistant

Brief Overview

Executive Assistant provides high-level support with flexibility to meet business needs, including availability outside standard business hours and on weekends as required. The role directs questions and requests for information, manages complex reports, and creates and monitors complex plans and schedules. The Executive Assistant supports the President and other members of executive management, handling highly sensitive information with tact, diplomacy, confidentiality, and judgment.

Additional duties include drafting and distributing confidential correspondence, preparing reports, maintaining files, and performing various special projects.

• Manage coordination and arrangement of meetings and events with high-level executives inside and outside the company.
• Proactively manage daily and long-term calendars for the President, Sr. Executives and other team members.
• Screens and prioritizes leaders’ time, including incoming calls and messages.
• Manage day-to-day activities of the President and other Sr. Executives, both business and personal matters.
• Independently answer and/or triage requests for information.
• Independently establish, organize, and maintain files.
• Facilitate communication and act as effective liaison between internal and external customers by providing confidential, timely, and accurate information professionally.
• Review and prioritize documents, including incoming and outgoing mail, and respond as appropriate.
• Draft and prepare correspondence, announcements, presentations, and reports both internal and external to the Company.
• Set up and manage conference calls and meetings, including preparing and organizing meeting space and materials in advance, ordering food for breakfast/lunch, etc.
• Maintain the cleanliness and overall appearance of the physical office, ensuring kitchen items are stocked.
• Track inventory and manage ordering and replenishment of office supplies.
• Accept all incoming packages and direct them to appropriate individuals.
• Monitor and manage deadlines set for personnel reporting.

Research, book, and execute highly detailed travel arrangements including commercial flights, private aviation, ground transport, accommodations, and itinerary creation for both corporate and private trips.

• Manage aspects of aviation operations, including flight scheduling, coordination, following, emergency response coordination, maintenance of aircraft records, airport selection, passenger and crew record administration, fractional ownership program oversight, and general administrative support for the aviation team.
• Lead projects independently by researching, preparing, and coordinating material.
• Perform office receptionist duties for all visitors and vendors in-person and on the phone.
• Assist with client contacts and support.
• Assist with projects/transactions in progress, including administrative details, maintain contract timelines, and deliver documents.
• Handle coding and payment of vendor invoices as needed.
• Handle highly sensitive private plans, personal correspondence, and personal financial or legal documentation with absolute discretion.
• Understand and comply with Company policies and procedures while performing the above role.
• Administer and organize various aspects of business and personal matters for members of executive management.
• Use sound judgment and complex problem‑solving skills to provide professional administrative support in a fast‑paced environment.
• Demonstrate integrity, discretion in handling confidential information, and professionalism in dealing with senior professionals inside and outside the company.
• Responsible for budget and financial management, data management, and content analysis.
• Communicate and respond effectively to verbal and written inquiries on behalf of leadership to professionally represent programs and policies in communications with all levels of employees and management, as well as with external stakeholders as necessary.

• Bachelor's Degree in Business Administration; or, equivalent work experience (Required).
• Five or more years of executive administrative support (Required).
• Experience working in a dynamic environment with a…