Executive Assistant

The
Executive Assistant at Extraordinary Trust provides high-level administrative and operational support to a high-performing executive team. This role partners closely with leaders to keep priorities on track, streamline day-to-day operations, and ensure clear, timely communication across stakeholders. The position is fast-paced and varied, requiring excellent judgment, proactive planning, discretion, and the ability to anticipate needs while managing multiple competing deadlines.

• Bachelor’s degree in a business-related field preferred. Associate’s degree in business/administrative support or equivalent work experience will be considered.
• 3–5 years of experience as an Executive Assistant or in a similar administrative role.
• Demonstrated success supporting senior leaders in a fast-paced environment.
• Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook, Copilot) and strong comfort learning new tools and systems.
• Working knowledge of digital communication platforms (e.g., Microsoft Teams, Zoom) and the ability to support meeting technology.
• Excellent verbal and written communication skills, including the ability to draft clear, professional correspondence.
• Working knowledge of basic accounting/finance concepts; ability to compile and interpret routine financial data.
• Strong word processing, data entry, and database/file management skills with consistent attention to detail.
• Ability to gather, organize, analyze, and present data and generate recurring reports.
• Exceptional organization and time-management skills; ability to manage multiple calendars and shifting priorities.
• Sound judgment and ability to make administrative and procedural decisions within established guidelines.
• Proactive planning and prioritization skills; ability to respond appropriately to urgent needs while maintaining accuracy.
• High level of client service, follow-through, and professionalism.
• Demonstrated ability to work independently while also collaborating effectively as part of a team.
• Personal integrity and discretion; ability to handle confidential information appropriately.

• Provide direct administrative support to executive-level staff, including prioritizing requests, tracking action items, and ensuring timely completion.
• Manage complex calendars, schedule internal and external meetings, and coordinate logistics across multiple time zones as needed.
• Plan and coordinate meetings and events, including agendas, materials, room/technology setup, and post-meeting notes and follow-up.
• Coordinate complex travel arrangements (air, hotel, ground transportation), prepare itineraries, and manage travel changes and expense documentation.
• Serve as a professional point of contact for internal and external stakeholders; draft, edit, and distribute executive communications and correspondence.
• Coordinate office services and facility’s needs (copiers, postage, phones, building/service contracts, and related regulatory paperwork), escalating issues as appropriate.
• Order, track, and replenish supplies necessary for efficient operation of multiple offices; ensure cost-effective purchasing and appropriate inventory levels.
• Partner with vendors to schedule contracted work, confirm deliverables, and support ongoing compliance with contract requirements.
• Maintain accurate files, databases, and records in accordance with regulatory requirements, internal policies, and document retention standards.
• Compile, maintain, and reconcile recurring operational and financial reports (e.g., revenue, expenses, inventories, regulatory/specialized reports) and ensure deadlines are met.
• Develop and maintain data sets; perform routine calculations, basic analysis, and quality checks to support recurring internal reporting.
• Prepare or assist with scheduled statistical and financial reports; gather information to support budgeting and forecasting activities.
• Handle sensitive and confidential information with discretion, exercising sound judgment in communications and document handling.
• Perform other related duties as assigned.

Unlimited PTO, health/dental/vision/life insurance, 401(k) matching, parental leave, adoption services reimbursement/learning/educational incentives, Volunteer Time Off, well-being programs, company events, self improvement/productivity tools, & the incredible feeling of making a difference.

DLP is a committed Equal Opportunity Employer. If you are a qualified individual with a disability and require assistance in searching for a position or submitting an application, please contact HR at  Offers of employment are conditional upon satisfactory completion of pre-employment background verification (including E-Verify). California applicants can view our California Data Privacy Policy here.