Executive Assistant

Position Summary

We are seeking a highly strategic, tech-savvy Executive Assistant to serve as a force multiplier for a team of C-suite level executives, including the CEO, CFO, COO, and multiple Vice Presidents, in a fast-paced, dynamic environment. This role goes beyond traditional administrative support, functioning as a trusted advisor, operational leader, project owner, and key point of coordination for senior leadership.

The Executive Assistant will also oversee an additional Office Assistant, providing direction, delegating administrative responsibilities, and ensuring that day-to-day office support functions are completed efficiently and effectively.

The ideal candidate is both a strategic thinker and a hands-on executor who can anticipate needs, manage complex priorities, leverage technology, and drive cross-functional initiatives from concept through completion.

Key Responsibilities

Strategic Partnership & Executive Enablement

• Serve as a trusted advisor and right hand to senior leadership, anticipating needs and proactively solving problems

• Act as a thought partner, translating vision into actionable plans and priorities

• Manage complex calendars, communications, and shifting priorities with a high degree of autonomy

• Prepare high-quality presentations, reports, executive briefings, and decision-support materials

• Represent leadership in meetings, follow-ups, and cross-functional initiatives

Project Ownership & Operational Leadership

• Lead and manage high-impact, cross-functional projects from planning through execution and delivery

• Develop project plans, define scope, and track milestones, deadlines, and deliverables

• Drive accountability across stakeholders to ensure successful execution

• Identify risks, troubleshoot challenges, and implement effective solutions independently

• Evaluate operational gaps and implement scalable, efficient processes

• Provide direction and oversight to the Office Assistant and delegate responsibilities as appropriate

• Ensure office support functions and administrative tasks are completed accurately and efficiently

Technology & Process Optimization

• Leverage advanced tools (e.g., Microsoft 365, Google Workspace, Excel, etc.) to improve efficiency

• Design and implement workflows, systems, dashboards, and reporting mechanisms

• Maintain and optimize digital filing systems, data tracking, and reporting processes

• Act as a digital enabler, continuously improving how work gets completed

Communication & Stakeholder Management

• Serve as a central point of coordination for internal teams and external partners

• Draft and manage professional communications on behalf of executives

• Facilitate meetings, including agenda creation, documentation, and follow-ups

• Ensure clear, concise, and consistent communication across all levels of the organization

Executive Operations, Calendar & Travel Management

• Manage complex executive calendars by aligning meetings, priorities, and travel to maximize time and efficiency

• Coordinate, schedule, and book domestic and international travel, including flights, accommodations, ground transportation, and detailed itineraries

• Integrate travel plans seamlessly into executive calendars, ensuring real-time alignment of meetings, time zones, and logistics

• Anticipate scheduling conflicts and proactively adjust calendars to accommodate travel and shifting priorities

• Prepare comprehensive travel agendas and ensure contingency planning for disruptions

• Handle expense reporting and travel-related documentation as needed

• Maintain strict confidentiality while managing sensitive information

• Align executive time, travel, and commitments with strategic business priorities