Executive Assistant

The Executive Assistant (EA) provides senior-level administrative and operational support to the CEO, CFO and three executives/presidents. This role serves as a trusted partner to senior leadership, managing complex executive schedules, board-related activities, communications, travel, and special projects while ensuring the efficient operation of the Executive Office.

In addition to executive support responsibilities, the EA leads a small administrative support team and provides oversight of key administrative functions, including front desk operations and executive office processes. The successful candidate exercises sound judgment maintains the highest level of confidentiality and effectively balances multiple competing priorities in a fast-paced environment.

• Serve as a trusted partner to the CEO, CFO and three (3) executives/presidents by proactively managing complex calendars, meeting schedules, competing priorities, and time-sensitive requests.
• Coordinate domestic and international travel arrangements, including itineraries, accommodations, transportation, agendas, and related logistics.
• Support executive and board governance activities through the preparation, coordination, and distribution of meeting materials, presentations, correspondence, documentation, and follow-up actions.

• Lead and develop administrative support staff, including the Corporate Receptionist and Mailroom Administrator, through coaching, performance management, and ongoing employee development.
• Partner with Human Resources and executive leadership on recruiting, onboarding, performance concerns, corrective action, and other employee matters as needed.
• Establish, document, and continuously improve administrative processes, procedures, and service standards.

• Oversee administrative operations for executive leadership, including facilities coordination, office moves, technology setup, and other operational activities.
• Manage executive travel programs and maintain effective relationships with travel vendors and service providers.
• Serve as a primary escalation point for Executive Office operational issues and emergencies, ensuring appropriate communication with leadership.
• Manage and maintain Executive Office communications, ensuring professionalism, accuracy, and timeliness.

• Plan and support executive meetings, employee events, board functions, charitable initiatives, and other company-sponsored activities.
• Lead or support special projects and initiatives assigned by senior leadership.
• Perform other duties and projects as assigned.

• Minimum 7 years of progressive executive administrative support experience, including direct support of senior executives or C-suite leaders.
• Prior experience managing or supervising employees, including performance management, coaching, and employee development.
• Demonstrated experience supporting multiple executives and coordinating complex calendars, travel, meetings, executive communications, and board-related activities.
• Experience overseeing administrative operations, office management functions, or administrative support services.
• Exceptional organizational, communication, prioritization, and project coordination skills, with the ability to effectively manage competing priorities in a fast-paced environment.
• Advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Proven ability to exercise sound judgment, maintain confidentiality, and work independently with minimal supervision.
• Nice to have:
  Experience supporting executives in a multi-location or multinational organization.

Supervisory Responsibilities: Yes

Indicate employees supervised:
Corporate Receptionist and Mailroom Administrator

• Exposure to computer screens.
• The noise level in the work environment is usually moderate.
• Required job duties are normally performed in a climate-controlled office environment.
• This position is fully on-site and requires regular attendance in the office five (5) days per week.

$90, per year, DOE…