Sr. Executive Assistant

Job Description

Job Summary:

The Sr. Executive Assistant provides administrative and operational support to an assigned executive leader and, as business needs require, other leaders within the executive's function. This role serves as a trusted partner who enables leadership effectiveness through proactive calendar management, meeting coordination, communication support, travel planning, project coordination, and follow-through on functional priorities.

The Sr. Executive Assistant exercises sound judgment, discretion, and a high degree of independence while managing competing demands in a fast-paced environment. The role works closely with leaders, team members, other Executive Assistants, and internal and external stakeholders to help the executive and broader function operate effectively.

What will you do?

Leadership Team Coordination Coordinate leadership team meetings, business reviews, planning sessions, town halls, offsites, and other functional meetings.

Prepare and coordinate presentations, reports, communications, and other executive-level documents, including coordination of Board materials.

Attend meetings when requested to document decisions, commitments, and action items. Track action items and follow up with accountable leaders to support timely completion of agreed-upon deliverables.

Maintain the highest level of confidentiality and professionalism when managing sensitive executive, Board, team member, financial, and business information.

Manage onboarding calendars and coordinate access, equipment, meetings, and other arrangements for new leaders.

Support offboarding activities as needed, coordinating equipment return, IT access tickets, etc.

Coordinate executive and leadership visits involving team members, customers, vendors, candidates, or other stakeholders.

Manage meeting or event logistics, including facilities, technology, travel, communications, catering, materials, and vendor coordination.

Coordinate technology, facility, access, and equipment requests, and follow requests through resolution.

Maintain current knowledge of tools and technology that improve administrative effectiveness.

Participate in front desk coverage rotation as assigned.

Calendar and Priority Management Manage complex executive calendars, exercising judgment when prioritizing meetings, commitments, and requests.

Schedule meetings and appointments involving senior leaders, cross-functional partners, external stakeholders, and other key participants.

Evaluate meeting requests based on business priorities. Serve as gatekeeper and decision maker on relative priorities of meetings to ensure efficient and concise scheduling of designated leader.

Proactively identify and resolve scheduling conflicts, allowing appropriate time for preparation, travel, and follow-up.

Maintain awareness of functional and enterprise priorities to ensure the executive's time is aligned with the most important business needs.

Coordinate calendars and scheduling support for other functional leaders when needed.

Travel and Expense Management Coordinate domestic and international travel, including transportation, accommodations, itineraries, meeting schedules, and related logistics as needed.

Anticipate potential travel disruptions and adjust arrangements when circumstances change.

Prepare comprehensive travel itineraries and ensure the executive has the information and materials needed for each trip.

Prepare and reconcile expense reports accurately and within established timelines.

Process procurement card transactions, purchasing requests, invoices, and other approvals in accordance with company procedures.

Provide travel and expense support to other functional leaders when requested.

Qualifications:

Demonstrated ability to understand business priorities, organizational dynamics, and leadership needs and translate them into effective administrative support.

Proven ability to anticipate needs, identify risks, and independently develop practical solutions.

Experience directly supporting multiple executives and their leadership teams is strongly preferred.

Proven ability to manage complex calendars, competing priorities, and frequent changes with limited direction.

Strong business judgment and the ability to determine the appropriate priority, response, or escalation.

Exceptional organizational, planning, time-management, and follow-through skills.

Strong written and verbal communication skills, with the ability to interact effectively across organizational levels.

Ability to develop…