Executive Assistant

Job Description:

POSITION SUMMARY:  Act as a vital strategic partner to multiple Vice Presidents, contributing to an efficient and strategically aligned operational framework. Serve as a vital communication link, establishing trust through anticipating needs, discerning challenges, and navigating complexities. Support effective  communications between departments, stakeholders, and executives. This role requires a high degree of confidentiality and professional judgement. This role requires a broad, proactive mindset, supporting both the needs of assigned executives, but also the leadership team and Company as a whole.

PRIMARY RESPONSIBILITIES/FUNCTIONS:  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions/primary responsibilities.

40% - Calendar Management:  Comprehensive oversight of complex calendars for multiple VPS, alongside critical project timelines. The Executive Assistant must demonstrate composure and concentration while adapting schedules and gathering input to reprioritize deadlines, if appropriate.  Proactive  management of executive time, ensuring efficiency and the seamless navigation of conflicts. Requires the ability to make rapid decisions regarding schedule adjustments and deadline prioritization, with a clear understanding of the broader organizational impact. 

20% - General Administrative Support:  Execution of a wide range of administrative functions supporting executive operations. Responsibilities include, but are not limited to, preparation of internal communications on behalf of the executive such as routine company memos and reports. Proactively manage follow-up communication with both internal and external partners, providing a consistently high level of service and ensuring all communication is aligned with the Company's objectives. Expense report management, coordination of new hire integration (including detailed itineraries, onboarding protocols, and compliance checklists). Reception/phone coverage (1-2 hours week, occasionally more for PTO coverage).

15% - Meeting Administration:  Coordinate and manage occasionally complex meeting logistics for executive leadership and key stakeholders, encompassing both on-site and off-site engagements.Support meeting preparations, including the development of agendas, the compilation of presentation materials, and supporting documentation. Accurately record and distribute meeting minutes, ensuring key decisions and action items are effectively captured. Take meeting minutes and provide real-time support in the meeting as needed. 

15% - Travel Administration:  Support executive travel planning, including domestic and international logistics, with focus on efficiency. Develop and manage travel itineraries for Executives. Proactively anticipate travel needs, navigate the logistical challenges, and cultivate strong relationships with external vendors to ensure seamless, high-quality, and cost-effective travel experiences.

10% - Project Support:   Provide administrative support, as needed, for  company projects and initiatives. This may include  proofreading, editing and finalizing of materials for projects as assigned to support executive priorities. Promote interdepartmental collaboration and foster partnerships with cross-functional teams.

MINIMUM EDUCATION & SKILLS REQUIRED

Educational/Experience Requirements: 5+ years of executive assistant experience, ideally supporting VPs or C-level executives.

Required Technical Skills/Knowledge: Experienced in Google Workspace (Gmail, Docs, Sheets, Slides). Demonstrates fluency in emerging technologies. Forward-thinking mindset, with capacity to integrate innovative technology solutions. 

General Knowledge and Abilities: Demonstrates an understanding of business operations and possesses the ability to exercise judgment, discretion, and confidentiality in all matters. Exhibits high level organizational and time management skills, the ability to navigate multiple, high-priority tasks and meet deadlines within a demanding, fast-paced environment. Communicates effectively, both verbally and in writing, demonstrating attention to detail. Employs proactive, strategic problem-solving and decision-making capabilities. Thrives in both collaborative team environments and operates with autonomy.

Physical Requirements: Walking, sitting, standing, keyboard work

Work Environment: Office

This job description is not all inclusive and is subject to change. Additional duties, responsibilities, and tasks may be assigned, as necessary. Employment remains “AT WILL” at all times.