Executive Assistant​/Office Coordinator

The Executive Assistant/Office Coordinator will provide administrative support to C‑Suite executives along with providing support cross‑functionally throughout the organization as needed in a professional and enthusiastic manner. This role ensures seamless day‑to‑day operations by managing complex calendars, meetings, global travel, and key communications while always maintaining discretion and professionalism. This position collaborates with others across a variety of functions and utilizes strong organizational and interpersonal skills to help the overall efficiency of the corporate office.

They will function as a strategic liaison between internal teams and external stakeholders, including the Board of Directors, investors, bankers and other stakeholders. The ideal candidate is proactive, detail‑oriented, enthusiastic, and skilled at managing multiple priorities in a fast‑paced environment. The incumbent must thrive working in a fast‑paced, innovative environment while remaining flexible, proactive, resourceful and efficient. The individual will directly support Trevi’s C‑Suite executives and work collaboratively with various departments as needed.

They will report to the Senior Director of Human Resources.

• Manage the front desk daily including greeting and directing guests, answering and directing phone calls and clearing scheduled guests with building security.
• Manage calendars and appointments for C‑Suite executives.
• Work with internal and external stakeholders to plan and coordinate internal and external meetings and events ensuring all logistics and materials are in place.
• Review, prioritize and respond to incoming mail, voicemail, email, and confidential documents. Ensures timely follow‑ups and closures and determines if executive action is required.
• Handle confidential correspondence and sensitive information with the highest level of discretion.
• Communicate with C‑Suite executives and all levels of internal and external stakeholders to gather and convey information as needed. Reviews and prioritizes activities, takes action and escalates critical matters. Refers routine matters to appropriate parties for action and follows up to ensure proper disposition.
• Maintain trackers, dashboards, and action logs as needed.
• Manage global travel arrangements including air travel, hotel, and car transportation requirements for internal personnel and meeting guests. Creates folios that include hard copies of travel itineraries, manages changes to travel plans when needed, and plans ahead to ensure that travel and meetings are stress‑free and seamless for the traveler.
• Prepare expense reports for C‑Suite executives as requested.
• Maintain digital files for executives and daily office functions.
• Assist C‑Suite executives in managing communications with the Trevi Board of Directors and other important external stakeholders.
• Organize Board of Directors meetings and send out meeting notices for all Board and Board Committee meetings.
• Provide support with maintaining appropriate records for all Board of Directors and Board Committee Meetings.
• Anticipate the needs of those they support to ensure smooth execution of meetings, and deliverables.
• Prepare shipping labels and schedule shipments as needed. Redirect delivered packages to the appropriate individuals.
• Provide support with Record Retention Tracker by maintaining the log of files stored offsite; schedule delivery and pick up of files as needed and shredding services.
• Order business cards for staff.
• Submit Work Orders to building management company.
• Perform clerical tasks as needed including providing administrative support across the organization.
• Schedule, set up, and help clean up after employee meals and lunch meetings as needed.
• Ensure that the front desk, meeting rooms, office supply closet, and kitchen remain organized and neat.
• Maintain inventory of office and kitchen supplies. Communicate non‑office supply needs to HR.
• Additional duties as required.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge,…