Executive Assistant

About the role

The Executive Assistant provides high-level administrative and operational support to senior leadership, owning calendar management, communications, travel, meeting logistics, and day-to-day administrative needs. This role serves as a trusted partner and point of contact for executives, internal teams, and external stakeholders, handling sensitive information with discretion and anticipating needs so that leaders can focus their time on the highest-priority work.

What you'll do

Responsibilities are organized into six core categories, plus a secondary category of as-needed support.

Calendar & Schedule Management

Manage and maintain executive calendars, proactively resolving conflicts and balancing competing priorities

Schedule internal and external meetings, coordinating across time zones, attendees, and rooms or virtual platforms

Protect focus time and preparation time, and flag upcoming scheduling pressure points in advance

Send invitations, reminders, and updates, and ensure materials and meeting links are in place ahead of time

Communications & Executive Representation

Inbox & Correspondence

Monitor and triage executive email, flagging urgent items and drafting responses on their behalf as appropriate

Prepare and proofread correspondence, announcements, and other written communications

Gatekeeping & Relationship Management

Serve as the first point of contact for the executive, screening requests and directing them appropriately

Represent leadership professionally in interactions with employees, board members, clients, vendors, and other external partners

Handle confidential and sensitive information with discretion at all times

Travel Coordination

Book and manage domestic and international travel (flights, hotels, ground transportation) in line with executive preferences and company policy

Prepare detailed itineraries, including meeting schedules, contact information, and supporting documents

Monitor travel plans and adjust quickly when delays, cancellations, or schedule changes occur

Maintain traveler profiles, loyalty program information, and preferences

Meeting & Event Support

Meeting Preparation & Follow-Up

Prepare agendas, briefing materials, and background documents for executive meetings

Attend meetings as needed to take notes and minutes, capture action items, and track follow-through

Leadership Events & Onsite Hospitality

Coordinate leadership team meetings, offsites, board meetings, and other executive events, including venue, catering, and logistics

Ensure a polished guest experience for onsite meetings — visitor check-in, building and security coordination, parking validation, and conference room readiness

Document, Expense & Administrative Support

Prepare, edit, and format documents, presentations, spreadsheets, and reports on behalf of leadership

Process expense reports and reimbursements accurately and on time, and reconcile corporate card activity

Assist with budget tracking, invoice processing, and vendor payments related to executive operations

Maintain organized filing systems, contact lists, and records, both digital and physical

Projects, Systems & Process Improvement

Support special projects and cross-functional initiatives by tracking deadlines, coordinating stakeholders, and following up on deliverables

Maintain executive team resources such as org charts, distribution lists, and shared calendars or intranet pages

Identify opportunities to streamline recurring administrative processes and recommend improvements

Partner with other administrative and operations staff to ensure consistent support across the leadership team

Secondary — As-Needed Responsibilities

These responsibilities are lower frequency and variable in demand.

Executive and VP/C-suite dinner reservations and coordination

Notary scheduling

Interview scheduling support

Gift, card, and recognition coordination on behalf of leadership

Backup coverage for other administrative team members during absences

Qualifications

Required

3–5 years of experience supporting senior executives or in a comparable administrative role

Exceptional organizational skills and the ability to manage multiple competing priorities in a fast-paced environment

Excellent written and verbal communication skills, with strong attention to detail

Sound judgment and the ability to maintain confidentiality and exercise discretion

Proficiency with calendar and email platforms, Microsoft Office or Google Workspace, and video conferencing tools

Proactive, resourceful, and comfortable working independently with minimal direction

Benefits

• Competitive salary range and performance bonus program
• Dollar-for-dollar 401(k) match up to 4% that is fully vested upon enrollment
• 100% employee premiums paid by employer for medical, dental, vision, life insurance, and disability
• Paid Time Off + Sick time

Applications will be accepted on an ongoing basis.Prime is an Equal Opportunity Employer. All applicants are considered for employment without attention to race, color, age, religion, sex (including pregnancy, childbirth or related medical conditions), sexual orientation, gender identity or expression, genetic information, ancestry, national origin, citizenship, protected veteran or military status, disability status, or any other classification protected by federal, state, or local laws and ordinances.

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