Executive Assistant

Job Purpose and Function

The Executive Assistant provides high-level administrative support to the CEO and the Leadership Team to optimize their time, enabling them to focus on strategic business priorities. This support includes managing the CEO's calendar, coordinating meetings, drafting correspondence, event planning, and facilitating smooth communication internally and externally. The Executive Assistant also supports the Board of Directors as needed and acts as liaison between the CEO and community partners, elected officials, etc.

• Manage the CEO's calendar and daily schedule, optimize time management, and ensure timely attendance at all commitments.
• Arrange travel, lodging accommodation, and conference registrations for officers and other team members as needed, for timely attendance at off-site conferences and meetings.
• Prepare the necessary equipment, materials, and refreshments needed for meetings and/or events. Prepare hybrid or virtual meeting links as needed.
• Prepare agendas and take meeting minutes for Board meetings, various committee meetings, and other meetings.
• Record meetings when authorized and store files securely in the designated location.
• Support internal and external communications for the CEO, including drafting emails, official letters, and memos in collaboration with Corporate Communications.
• Prepare reports and presentations for the CEO and Leadership Team members as needed.
• Screen, prioritize, and make professional phone calls on behalf of the CEO as well as taking detailed messages and routing incoming calls appropriately.
• Assist with establishing and maintaining relationships with community partners and elected officials.
• Attend internal and external meetings on behalf of the CEO, serving as representative of the organization as requested.
• Prepare and process expense reports accurately and in a timely manner.
• Track receipts and ensure compliance with company policies.
• Manage/restock office supplies, along with other general office responsibilities as required.
• Handle sensitive and confidential information with discretion.
• Ad hoc projects and perform other duties as assigned.
• Support real estate administration through Lease Management, witness/notary of applications and real estate contracts.

• Minimum of 3 years of experience as an Executive Assistant, or other high-level administrative role supporting a senior executive
• Previous experience organizing and coordinating events and projects
• Outstanding organizational and time-management skills with the ability to manage competing priorities
• Proficiency with digital collaboration tools (Microsoft 365, Teams, etc.).
• Demonstrated ability to manage confidential and sensitive information with sound judgment
• Stay calm and centered during moments of high pressure while maintaining a sense of urgency

• Registered Notary

• Project coordination:
  Track multi-stakeholder tasks, deadlines, and deliverables smoothly.
• Clear communication:
  Act as a polished liaison for internal teams, board members, and external partners.
• Complex calendar management:
  Protect executive time and resolve scheduling conflicts based on business priorities.

• This role complies with our company’s hybrid telework schedule. Our operating days and hours are Monday through Friday from 8:00 AM to 4:30 PM, with in-office days being Tuesday through Thursday, reserving Monday and Friday as work-from-home.

The Wills Group is committed to providing equal employment opportunities and fostering an inclusive workplace for individuals with disabilities. In compliance with the Americans with Disabilities Act (ADA), we ensure that all…