Executive Assistant

Executive Assistant to Client Business Lead

We are looking for an organized, proactive, and positive Executive Assistant to support the Client Business Lead (CBL). The role will be integral to the day‑to‑day operations of the team, driving coordination and cohesion across multiple stakeholders.

This is a great opportunity for someone who enjoys being highly organized, solving problems, coordinating across teams, and helping others use their time well. You do not need to have supported a C‑suite executive before, but you should be comfortable managing multiple priorities, communicating professionally, and learning how to operate in a fast‑paced, global business environment.

Your responsibilities will include, but are not limited to:

• Calendar management:
  Help manage a busy calendar, including scheduling internal and external meetings, resolving conflicts, and coordinating across different time zones.
• Travel coordination:
  Book travel and accommodation for the CBL, including flights, hotels, transport, and itineraries. Ensure travel is well organized, cost‑conscious, and aligned with company policy.
• Expense management:
  Prepare and submit expense reports in a timely and accurate manner, tracking receipts, reconciling charges, and managing expenses across currencies where needed.
• Meeting coordination:
  Support regular leadership meetings, team check‑ins, and client‑related meetings by scheduling attendees, setting up rooms or video links, gathering materials, and tracking follow‑ups.
• Client and stakeholder support:
  Coordinate logistics for senior client meetings, leadership summits, external events, and industry activities, ensuring details are handled professionally.
• Event and logistics support:
  Assist with planning internal meetings, client dinners, team events, and leadership sessions, including room bookings, catering, IT support, materials, and other logistics.
• Communication support:
  Manage requests coming into the CBL’s office, respond or redirect as appropriate, and communicate clearly and professionally with internal and external contacts.
• Visitor support:
  Meet and greet visitors when needed, helping create a welcoming and seamless experience.
• Hiring and onboarding coordination:
  From time to time, help schedule interviews and support onboarding logistics for new team members.
• Office and administrative support:
  Occasionally help with office‑related tasks such as ordering IT equipment, stationery, or other supplies needed by the CBL or leadership team.
• Light project coordination:
  Track timelines, follow‑ups, action items, meeting notes, or simple research for internal projects.

We are looking for someone who is enthusiastic, organized, and eager to learn. You should enjoy helping things run smoothly and being the person others can count on to follow through.

• Have experience in an administrative, team coordinator, office support, project coordinator, or assistant role.
• Are highly organized and able to manage multiple tasks at once.
• Are comfortable managing calendars and scheduling meetings, or are eager to build this skill further.
• Can communicate clearly, professionally, and warmly by email, chat, phone, and in person.
• Are detail‑oriented and take pride in getting things right.
• Can stay calm and flexible when priorities change.
• Are comfortable working with people across different teams, levels, and time zones.
• Understand the importance of confidentiality and good judgment.
• Are proactive and willing to ask questions, flag issues early, and look for solutions.
• Are comfortable using common workplace tools such as Outlook, Teams, PowerPoint, Excel, and expense or travel platforms — or are willing to learn.

Consistent with applicable law, compensation will be based on experience, qualifications, and geographic location. This role offers a pay range of $60,000—$110,000 USD. Benefits include health, vision, and dental insurance; 401(k);
Healthcare Flexible Spending Account;
Dependent Care Flexible Spending Account; vacation days, sick days, personal days; paid parental leave; paid medical leave; and STD/LTD insurance.

Hybrid work: the role requires three (3) days per week in the office, with the remaining two (2) days remote. Specific in‑office days will be discussed during the interview process and may be adjusted over time.