Executive Assistant

This Executive Assistant role supports company leadership in a rapidly growing organization by taking ownership of calendar management, travel coordination, meeting preparation, action item tracking, and a wide range of administrative responsibilities. The position has been created as the organization scales and separates duties that were previously distributed across multiple employees. You will act as a trusted partner to executives, proactively organizing schedules, resolving conflicts, coordinating meetings, and ensuring leaders stay focused on strategic priorities rather than administrative tasks.

• Manage complex executive calendars in Microsoft Outlook, including scheduling, updating, and monitoring appointments.
• Coordinate internal and external meetings, ensuring appropriate participants, locations, and technology are arranged.
• Resolve scheduling conflicts and prioritize competing requests to protect executive time and support business priorities.
• Prevent double and triple bookings by proactively reviewing calendars and anticipating potential conflicts.
• Prepare executives for meetings by ensuring necessary materials, documents, and information are available in advance.
• Coordinate domestic travel, including booking flights, hotels, and ground transportation, and creating detailed itineraries.
• Align travel plans with executive schedules and meetings, thinking through logistics to create efficient, practical itineraries rather than simply choosing the lowest-cost options.
• Handle travel changes, delays, and adjustments, updating itineraries and communicating changes to relevant stakeholders.
• Support expense tracking and receipt organization, helping maintain accurate documentation for reimbursements and reporting.
• Maintain executive action item and project tracking, including follow-up lists and status updates for leadership.
• Conduct research and gather information to support leadership requests and decision-making.
• Assist with administrative projects as company needs evolve, adapting to new priorities and responsibilities.
• Support event coordination, including venue research and logistical planning for executive and company events.
• Manage documentation and administrative files to create structure and organization for fast-paced executives.
• Serve as a reliable organizational resource for executive leadership, providing consistent support and follow-through.
• Create organization and structure around executive workflows to enhance productivity and efficiency.
• 1–3 years of experience in administrative support, executive assistance, office coordination, or a closely related role.
• Strong proficiency with Microsoft Outlook, including managing complex calendars and coordinating meetings.
• Basic skills with Microsoft Excel, including tracking, sorting, and maintaining information in spreadsheets.
• Experience with travel coordination, including booking domestic flights, hotels, and creating itineraries.
• Demonstrated ability to manage multiple tasks simultaneously in a fast-paced environment.
• Excellent verbal and written communication skills for clear, professional interactions with executives and stakeholders.
• Strong organizational and prioritization abilities, with a focus on accuracy and follow-through.
• Proven problem-solving and critical-thinking skills to anticipate issues and propose practical solutions.
• Ability to adapt to different leadership and communication styles while maintaining effective working relationships.
• Professional demeanor and high attention to detail in all aspects of work.
• Self-motivation and comfort working independently with a high level of ownership and accountability.

• Experience providing executive administrative support in a growing or…