Executive Assistant

Final date to receive applications

8/14/26

The Executive Assistant will be responsible for directing questions and requests for information and creating and monitoring complex schedules. This position supports the Chief Executive Officer 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, maintain files, and perform 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, and oversees ordering of office equipment and supplies.

• Acts as primary lead for coordinating and arranging meetings and events for high-level executives and operational management internally and externally.
• Serves as the main point of contact between leadership and others to proactively manage daily calendars and meetings for assigned Executive Management and other team members, using discretion in the screening and prioritizing of leaders' time, and resolving scheduling conflicts.
• 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.
• Evaluates, reviews, prepares, and prioritizes documents such as correspondence, announcements, and presentations, using judgment to formulate responses or redirect critical issues to leadership for resolution, as appropriate.
• Drafts and prepares correspondence, announcements, and presentations, both internal and external to the company.
• Sets up and manages conference calls and meetings, including preparing and organizing logistics and technical requirements, prepping materials in advance, and overseeing food and other vendors.
• Ensures the physical office meets corporate standards for professional appearance and operational readiness, maintaining optimal kitchen inventory levels.
• Tracks inventory, manages orders, and replenishes office supplies.
• Handles, prepares, and ships 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.
• Serves as the primary point of contact for executive-level clients, providing guidance and support on behalf of leadership.
• 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.
• Oversees the invoice reconciliation process and ensures alignment with department budget, resolving discrepancies, if 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.
• 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…