Executive Assistant

Description

P&A Group is seeking a highly organized, proactive, and professional Executive Assistant to provide administrative and operational support to the Chief Executive Officer and Executive Leadership Team. This position serves as a trusted business partner, managing executive schedules, coordinating meetings and events, handling confidential information, and ensuring the efficient execution of administrative and organizational priorities.

The ideal candidate thrives in a fast-paced environment, exercises sound judgment, maintains strict confidentiality, and anticipates needs before they arise. Success in this role requires exceptional communication skills, attention to detail, flexibility, and the ability to effectively interact with employees, clients, vendors, and executive leaders.

Essential Functions

Executive Support

· Manage and coordinate complex executive calendars, appointments, meetings, and travel arrangements.

· Prioritize competing requests and proactively identify scheduling conflicts and solutions.

· Prepare meeting agendas, materials, presentations, and supporting documentation.

· Attend meetings as requested and document key discussions, decisions, and action items.

· Draft, proofread, and edit correspondence, reports, presentations, and other business communications.

· Assist with preparation of Board of Directors, executive leadership, and strategic planning materials.

Administrative & Operational Support

· Coordinate internal and external meetings, leadership events, and company functions.

· Manage expense reports, invoices, purchase requests, and related administrative processes.

· Maintain accurate records, files, and confidential business documents.

· Track action items and follow up with leaders to ensure timely completion of commitments and deliverables.

· Assist with special projects, research, and strategic initiatives as assigned.

Communication & Relationship Management

· Serve as a primary point of contact for executive leadership communications.

· Coordinate communications with internal departments, vendors, business partners, and clients.

· Exercise discretion and professionalism when handling sensitive or confidential matters.

· Build effective working relationships across all levels of the organization.

Project Coordination

· Support organizational initiatives by coordinating meetings, timelines, deliverables, and follow-up activities.

· Assist in monitoring project progress and escalating concerns when necessary.

· Prepare reports, dashboards, and summaries to support executive decision-making.

Requirements

EDUCATION / EXPERIENCE

· Associate's degree or equivalent experience.

· Minimum of 5 years of experience supporting senior executives, C-suite leaders, or executive leadership teams, or prior  experience serving as a Chief of Staff.

· Advanced proficiency in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.

· Exceptional organizational, planning, and time management skills.

· Experience coordinating Board of Directors meetings and executive-level presentations

· Strong written and verbal communication skills.

· Ability to manage multiple priorities with minimal supervision.

· Demonstrated ability to maintain confidentiality and exercise sound judgment.

Competencies

· Professionalism and Executive Presence

· Confidentiality and Discretion

· Organization and Attention to Detail

· Communication and Relationship Building

· Problem Solving and Critical Thinking

· Adaptability and Flexibility

· Initiative and Accountability

· Time and Priority Management