Executive Assistant

Executive Assistant

We are looking for an experienced Executive Assistant to provide high-level support to senior leadership. This long-term contract position is ideal for someone who is detail oriented and excels at managing complex schedules, coordinating travel, preparing executive materials, and keeping daily operations running smoothly. The role requires strong judgment, organization, and communication skills to support both internal priorities and external interactions.

You will play a key part in helping the executive office stay efficient, prepared, and responsive.

Responsibilities:

• Oversee a demanding executive calendar, balancing shifting priorities, multiple time zones, and critical deadlines to keep commitments organized and on track.
• Arrange meeting logistics for leadership discussions, board-related sessions, and internal or external events, ensuring all details are confirmed in advance.
• Create and distribute agendas, capture meeting notes, and follow through on action items so next steps are clearly documented and communicated.
• Prepare the executive for meetings, calls, and events by assembling briefings, background materials, and relevant updates ahead of time.
• Coordinate domestic and international travel, including flights, hotels, ground transportation, itinerary management, and required travel documentation.
• Review travel changes and expense activity promptly, helping maintain accurate records and compliance with company guidelines.
• Draft, edit, and format presentations, reports, correspondence, and other executive documents with a high degree of accuracy and care.
• Maintain organized digital and physical records, while tracking approvals, key documents, and important deadlines to support timely execution.
• Monitor incoming communications, identify urgent matters, and ensure follow-up actions are routed and completed appropriately.
• Assist with leadership events, offsites, vendor coordination, and special projects that support broader operational goals.