Executive Assistant

Job Title

Executive Assistant

Admin

President & Managing Director

DOE

Full-Time Mon - Fri with evenings and weekends required as needed.

Salary, Non-exempt

The Executive Assistant serves as the primary administrative and operational partner to the President & Managing Director, providing high-level executive support, managing priorities, coordinating communication, and ensuring the efficient operation of the Executive Office.

The correct candidate will be a trusted professional exercising sound judgment, maintaining strict confidentiality, and anticipating organizational needs before they arise. The Executive Assistant works closely with the Executive Leadership Team, ownership team, investors, department leaders, and external partners to ensure effective communication, seamless coordination, and exceptional execution of strategic initiatives.

• Manage the President's & Managing Director's calendars, daily priorities, and scheduling needs.
• Proactively manage and prioritize the President's & Managing Director's inboxes, correspondence, and requests.
• Anticipate scheduling conflicts and resolve them before they become issues.
• Prepare daily briefing materials, meeting agendas, and supporting documents.
• Coordinate all travel arrangements, itineraries, lodging, transportation, and related logistics.
• Exercise sound judgment in determining priorities while protecting the President's & Managing Director's time.
• Anticipate the needs of the President & Managing Director and proactively prepare for meetings, events, and strategic initiatives.

• Provide administrative support and coordination for the President, Managing Director, C-Suite members, and ownership team as requested.
• Coordinate Executive Leadership Team meetings and other leadership meetings.
• Prepare agendas, meeting materials, presentations, and supporting documentation.
• Attend meetings, capture key decisions, prepare meeting minutes, and distribute follow-up action items.
• Track leadership assignments and strategic initiatives to ensure timely follow-through.
• Assist with annual planning meetings, budget preparation meetings, leadership retreats, and other executive planning sessions.

• Draft correspondence, presentations, reports, speeches, and executive communications on behalf of the President & Managing Director.
• Proofread and edit communications to ensure professionalism, consistency, and alignment with the Sundance brand.
• Assist in responding to emails on behalf of the President & Managing Director.
• Prepare presentation materials for executive meetings, ownership meetings, and Board presentations.
• Schedule and coordinate podcast interviews, manage recording logistics, and coordinate with production partners.

• Coordinate all aspects of visits for ownership, investor partners, and other VIP guests.
• Prepare visit itineraries, meeting schedules, lodging, transportation, dining reservations, and hospitality arrangements.
• Coordinate guest amenities and personalized welcome experiences with the Concierge and Hospitality teams.
• Serve as a primary point of coordination before, during, and after ownership visits.
• Assist VIP guests and visitors while representing Sundance with professionalism and hospitality.

• Coordinate strategic projects initiated by the President & Managing Director.
• Assist with research, information gathering, benchmarking, and preparation of executive briefing materials.
• Track project milestones, deadlines, and deliverables across departments.
• Follow up with department leaders to ensure completion of assigned projects and initiatives.
• Assist with special projects and organizational priorities as assigned.

• Serve as a liaison between department leaders and the Managing Director.
• Facilitate communication across departments to improve coordination and organizational effectiveness.
• Assist the Programming Department with coordination of events involving the President.
• Coordinate internal meetings and leadership schedules as requested.

• Answer and…