Executive Assistant

Executive Assistant

Responsibilities

• Manage a complex and dynamic executive calendar, ensuring the Chief Procurement Officer's time is prioritized effectively and aligned to business needs
• Anticipate scheduling conflicts, resolve issues proactively, and ensure the executive is prepared for upcoming meetings, events, and deliverables
• Coordinate meetings across senior leaders, internal teams, external partners, vendors, and other stakeholders
• Apply sound judgment when prioritizing requests, escalating urgent matters, and protecting time for high-priority work
• Plan and coordinate executive meetings, leadership discussions, vendor meetings, and cross-functional working sessions
• Prepare agendas, organize materials, capture notes or action items when needed, and ensure follow-up items are tracked to completion
• Partner with internal teams to gather and organize materials for meetings, presentations, briefs, and executive updates
• Ensure the Chief Procurement Officer has the right information, context, and materials in advance of key meetings
• Serve as a professional and trusted point of contact for internal and external stakeholders
• Draft, review, proofread, and format correspondence, meeting materials, and other executive communications as needed
• Handle sensitive information with the highest level of confidentiality and discretion
• Represent Procurement & Vendor Management with professionalism, responsiveness, and sound judgment
• Coordinate domestic travel arrangements, including flights, lodging, transportation, itineraries, and meeting logistics
• Prepare and submit expense reports accurately and in a timely manner
• Support administrative processes, including purchase requests, invoices, vendor coordination, onboarding logistics, and other operational needs as required
• Maintain organized records, files, contact lists, distribution lists, and relevant documentation
• Support the Chief Procurement Officer by tracking priorities, deadlines, action items, and follow-ups across key work streams
• Assist with coordination of procurement-related meetings, leadership routines, vendor engagements, and internal business reviews
• Help organize information and maintain visibility into commitments, decisions, and pending items
• Identify opportunities to improve administrative processes, increase efficiency, and create smoother day-to-day operations for the executive

Requirements

• Minimum of 7 to 10 years of experience providing executive-level administrative support, preferably to a senior executive, C-suite leader, or equivalent
• Demonstrated experience managing complex calendars, competing priorities, confidential information, and senior-level stakeholder interactions
• Strong proficiency with Microsoft Office applications, including Outlook, Teams, Word, Excel, and Power Point
• Excellent written and verbal communication skills, with strong attention to detail and professional polish
• Ability to work independently, anticipate needs, solve problems, and make sound decisions with limited direction
• Strong organizational skills with the ability to manage multiple priorities, deadlines, and stakeholders simultaneously
• High degree of discretion, integrity, and professionalism when handling sensitive or confidential matters
• Experience supporting executives in a large corporate, financial services, procurement, supply chain, vendor management, or similarly complex environment preferred