Summary:
The Executive Assistant provides high-level administrative, operational, and office management support to the President, ensuring the efficient management of executive priorities, communications, scheduling, workplace coordination, and strategic initiatives. This role also leads the planning and execution of executive & customer meetings, leadership events, and company-sponsored programs, overseeing logistics, vendor relationships, budgets, and on-site coordination from planning through post-event completion.
The ideal candidate is highly organized, exercises sound judgment, maintains strict confidentiality, and thrives in a fast-paced, dynamic environment. Success in this role requires exceptional attention to detail, strong communication skills, and the ability to manage multiple priorities while building effective relationships with leadership, employees, vendors, and external partners. Occasional evening, weekend, and holiday availability may be required to support business and event needs.
In This Position, You'll Have the Opportunity To:
- Provide high-level administrative support to the President and Sr. Leadership teams.
- Manage complex calendars, prioritize scheduling, resolve conflicts, and coordinate internal and external meetings.
- Coordinate meetings across global teams and multiple time zones, ensuring schedules, agendas, materials, and follow-ups are aligned and communicated clearly.
- Partner with global colleagues and senior leaders to support cross-functional communication, meeting planning, and coordination of key business priorities.
- Serve as a primary point of contact for leadership communications, triaging inquiries and ensuring timely follow-up.
- Prepare, edit, and distribute leadership correspondence, presentations, reports, agendas, and other business materials, including confidential information.
- Coordinate board, leadership, and customer meetings, including logistics, meeting materials, minutes, and action item tracking.
- Arrange domestic and international travel, including itineraries, accommodations, and expense reporting.
- Plan and execute leadership meetings, company events, customer meetings, and special projects, including vendor coordination, budgeting, and on-site logistics.
- Support budget planning and manage vendor relationships to ensure cost-effective execution of meetings and events.
- Oversee day-to-day office management responsibilities, including office supplies, workspace coordination, facilities requests, mail and shipping support, visitor coordination, and general office operations.
- Partner with internal teams and external vendors to ensure the headquarters office is organized, welcoming, well-stocked, and prepared for meetings, visitors, and employee needs.
- Assist with organizational announcements, leadership communications, and change management activities.
- Monitor project timelines and follow up with stakeholders to ensure deliverables are completed.
- Perform additional administrative and project coordination responsibilities as assigned.
What you need to Succeed in This Position
- 5+ years of prior administrative experience coordinating executive calendars, travel, meetings, and events
- Ability to maintain a high degree of confidentiality.
- Exceptional organizational, time management, and prioritization skills.
- Strong verbal and written communication skills.
- Ability to maintain confidentiality and exercise sound judgment.
- Excellent attention to detail and accuracy.
- Strong problem-solving and project management abilities.
- Ability to manage multiple priorities in a fast-paced environment.
- Must be available after normal business hours, as needed, to support executive priorities, global meetings, events, and time-sensitive business needs.
- Proactive, resourceful, and able to work independently.
- Professional interpersonal skills with the ability to build effective relationships.
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, and Teams).
- Associates degree preferred