Executive Assistant

About the Role

Your day-to-day responsibilities will be diverse and challenging, requiring a unique blend of administrative expertise, technical skills, and sound judgment. You will work closely with the executive team to anticipate needs, apply your knowledge to drive results, and help ensure that the team remains focused on the most critical tasks. With a strong focus on accountability, precision, and visible impact, this role is ideal for an experienced Executive Assistant who is looking to make a meaningful difference in a fast-paced environment.

What You Will Do

• Manage the President's calendar, ensuring timely scheduling, coordination, and execution of meetings and events
• Provide comprehensive communications support, drafting and sending messages, and preparing meeting materials and agendas
• Coordinate travel arrangements, including domestic and international trips, and ensure compliance with company travel policies
• Develop and maintain complex spreadsheets using Excel, tracking key metrics and providing data-driven insights to inform business decisions
• Provide administrative support to other senior executives, including calendar coordination, travel planning, and task-based assistance
• Enforce scheduling hierarchy, protect personal and professional commitments, and preserve daily focus time for the President
• Prepare daily agendas, decision packets, and executive readiness materials to ensure seamless execution of tasks
• Coordinate space planning and all meeting logistics, including room and technology setups
• Draft, review, and finalize agendas and pre-reads for meetings, documenting decisions and tracking action items
• Manage travel buffers and schedule feasibility, ensuring timely arrival and departure for all trips
• Ensure compliance with company policies, including travel and expense reporting

What We Are Looking For

• Minimum 3 years of experience supporting senior executives in a complex, fast-paced environment
• Advanced proficiency in Outlook, Teams, SharePoint, Word, Excel, and PowerPoint
• Experience with Concur, and preferably Power BI
• Strong judgment, discretion, and the ability to operate effectively with incomplete information
• High level of AI fluency for drafting, synthesis, and summarization
• Ability to work independently, making decisions and taking ownership of tasks
• Excellent communication and interpersonal skills, with the ability to build strong relationships with executives and team members
• Strong organizational and time management skills, with the ability to prioritize tasks and manage multiple projects simultaneously

Nice to Have

• Experience working in a remote or distributed team environment
• Familiarity with project management tools and methodologies
• Certification in administrative assisting or a related field
• Experience with data analysis and reporting, using tools like Excel and Power BI
• Knowledge of travel and expense policies, including compliance and auditing

Benefits and Perks

• Competitive salary and benefits package
• Opportunities for professional growth and development
• Remote work arrangement, with flexible scheduling and work-life balance
• Access to cutting-edge technology and tools, including Microsoft Office and Concur
• Comprehensive health and wellness program, including medical, dental, and vision coverage
• Generous PTO and holiday package, with paid time off for vacations and personal events
• 401(k) matching program, with employer contributions to support retirement savings

• To stand out in this role, focus on developing your skills in calendar management, travel coordination, and expense reporting, and be prepared to provide specific examples of your experience in these areas.
• When applying, make sure to highlight your technical skills, including proficiency in tools like Excel, Outlook, and Concur, and be prepared to demonstrate your expertise in a practical scenario.
• As an Executive Assistant, you will be working closely with senior executives, so it's essential to have strong communication and interpersonal skills, and be able to build strong relationships with your team members.
• Be prepared to discuss your experience with data analysis and reporting, and how you have used tools like Excel and Power BI to drive business decisions.
• When negotiating salary, consider highlighting your experience, skills, and certifications, and be prepared to discuss your expectations for benefits and perks, such as remote work arrangements and professional development opportunities.
• Red flags to watch for in this role include a lack of clear communication, unclear expectations, or inadequate support from the executive team, so be sure to ask questions during the interview process to ensure you have a clear understanding of the role and expectations.