Talent Space, Inc. is seeking an Executive Assistant for a remote contract opportunity (possible CTH) in the West region!
We are seeking an experienced and highly organized Executive Assistant to provide strategic administrative support to the Portfolio Strategy and Marketing Office. This position requires exceptional judgement, strong communication and interpersonal skills, and the ability to effectively manage competing priorities in a fast-paced, dynamic environment. The ideal candidate is proactive, resourceful, detail-oriented, and skilled at anticipating needs while maintaining a high level of professionalism and discretion.
Executive Support & Coordination
- Provide comprehensive, proactive executive support to the Chief of Staff, including strategic calendar management, meeting coordination, and prioritization of time-sensitive matters.
- Serve as backup support to the SVP’s Executive Assistant as needed, providing seamless coverage for scheduling, communications, and travel coordination during absences or periods of heightened activity.
Calendar & Meeting Management
- Manage complex executive calendars, thoughtfully prioritize meeting requests, and ensure schedules align with organizational and strategic priorities.
- Coordinate meeting and logistics, track action items and deliverables, and proactively follow up to ensure timely completion.
- Maintain a strong understanding of key business priorities and initiatives to make informed scheduling decisions, anticipate needs, and proactively address potential conflicts or changes.
Travel & Expense Management
- Coordinate domestic and international travel arrangements and detail itineraries for the office, ensuring seamless logistics, comprehensive briefing materials, and alignment with meeting objectives.
- Prepare, process and reconcile expense reports through Concur, ensuring accuracy and compliance with company policies.
- Partner with the SVP’s Executive Assistant to develop travel briefs and executive meeting materials for large-scale events and high-priority engagements.
Events & Engagements
- Support the planning and execution of large-scale corporate events and conferences, including logistics coordination and on-site support to ensure seamless event delivery
- Coordinate planning and logistics for team offsites and in-person and virtual team gatherings.
Operational Excellence & Collaboration
- Perner with the SVP’s Executive Assistant and broader Executive Assistant community to establish best practices, streamline administrative processes, and promote seamless business continuity across the organization.
- Support day-to-day administrative operations for the leadership team, including tracking key deliverables, coordinating follow-ups, and contributing to special projects and strategic initiatives.
- Demonstrate adaptability, sound judgement, and collaborative approach while handling sensitive and confidential information with discretion and professionalism.
Leadership & Mentorship
- Serve as a trusted partner within the broader administrative community, fostering collaboration, knowledge-sharing, and a high-performing Exec Asst network.
- Champion innovation and continuous improvement by identifying opportunities to enhance administrative processes, drive efficiencies, and elevate the overall employee and executive experience.
Qualifications:
You are a highly organized, resourceful, and proactive professional who thrives in a fast-paced, dynamic environment. You bring a thoughtful balance of precision and flexibility, confidently manage competing priorities, and approach challenges with sound judgement and solution-oriented mindset.
- 8+ years of experience in administrative or executive support roles, including 2-3+ years supporting VP-level executives or above.
- Experience working in a large, matrixed, and fast-paced organization; experience in the technology industry is preferred.
- Advanced proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Webex, and Concur.
- Exceptional verbal and written communication skills, with the ability to communicate effectively and confidently with senior leaders, colleagues, and external partners.
- Demonstrated experience managing complex executive calendars, domestic and international travel, and logistical coordination with a high degree of accuracy, discretion, and confidentiality.
- Proven ability to anticipate needs, exercise sound judgement, and adapt quickly to changing priorities in a dynamic environment.
- Self-directed and resourceful, with a strong sense of ownership and the ability to operate effectively with minimal direction.
- Bachelor’s degree or equivalent combination of education and experience preferred.