Executive Assistant

Job Overview

We perform diverse administrative functions for the Business Unit President and his leadership team. Work requires independent judgment and initiative on assignments that are sensitive in nature and demonstrate ability to deal with high‑level contacts inside and outside of the company. The role requires flexibility in schedule and works under minimal direction.

• Manage complex, high‑volume calendars: schedule meetings, resolve conflicts, coordinate across time zones, and anticipate needs using AI‑powered scheduling and calendar optimization tools.
• Handle email and communications: screen, prioritize, draft responses (often using AI drafting/summarization agents), and maintain follow‑ups.
• Arrange domestic and international travel, itineraries, logistics, and expense reporting—leveraging AI for itinerary building, change management, and cost optimization where possible.
• Assist with travel coordination when teams travel as a group to ensure cost‑effective transportation and lodging.
• Plan and coordinate leadership lunches, meeting rooms, team events, and other office gatherings, including venue selection, catering, and logistics for customer/VIP visits.
• Prepare materials for meetings, presentations, board updates, and client interactions (including research, data synthesis, and document formatting assisted by generative AI).
• Stay current on AI advancements in executive support and propose improvements that save time or enhance decision‑making.
• Assist with meeting logistics, agendas, and follow‑up action items for leadership team meetings.
• Assist with badges, service awards, and birthday cards for all employees.
• Help with corporate record keeping and governance.
• Other duties as assigned.

• 3+ years of experience in an executive assistant or senior administrative role.
• Bachelor’s degree (B.A.) from a four‑year college or university; or one to two years of related experience and/or training; or equivalent combination of education and experience.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and virtual meeting platforms (Teams, Zoom, etc.).
• Strong written and verbal communication skills with a customer‑service mindset.
• Highly organized with strong attention to detail while working in a fast‑paced environment.
• Ability to lift and/or move up to 10 pounds occasionally and close vision with ability to adjust focus.
• Willingness and ability to work extended hours, including overtime as business requires.
• Physical and safety requirements: ability to stand, walk, bend, and lift up to 50 pounds in production environments.
• Reasonable accommodation may be provided for individuals with disabilities.

Employment at Will:
This job description does not constitute a contract of employment and both the associate and the company may exercise their employment‑at‑will rights at any time.

We are an equal opportunity employer and celebrate diversity. We are committed to create an inclusive environment for all employees and candidates. Reasonable accommodation may be provided for individuals with disabilities.