Executive Assistant

Summary:

Serves as a strategic partner to the Chief Audit Executive, exercising judgment, discretion, and independent decision-making. Enables executive effectiveness through proactive management of priorities, communications, and key initiatives.

This role supports day-to-day operations and longer-term departmental objectives by coordinating leadership deliverables, managing internal communications, and supporting execution of department-wide initiatives across the Internal Audit function.

Essential Duties and Responsibilities:

Executive Support & Prioritization

• Manage the Chief Audit Executive's calendar and priorities, proactively identifying conflicts, dependencies, and risks
• Exercise independent judgment in prioritizing requests and ensuring alignment with executive and departmental objectives
• Serve as a central liaison between the Chief Audit Executive, leadership team, and cross-functional partners to ensure timely communication and follow-up

Strategic Communications & Executive Deliverables

• Draft, edit, and coordinate executive-level communications and leadership materials, including presentations, department updates, and reporting for senior leadership, the Board, and Board committees
• Promote consistent communication practices across the Internal Audit function through effective coordination, messaging, and information flow

Program & Project Management

• Coordinate and track department-wide initiatives, deliverables, and milestones to support timely execution
• Develop and maintain project plans, status updates, and follow-up actions for strategic and operational initiatives
• Support implementation of recurring programs, special projects, and process improvements across the Internal Audit function

Process Improvement & Automation

• Identify opportunities to improve efficiency through process standardization and automation
• Design and maintain tools, templates, and workflows using Microsoft 365 applications (e.g., SharePoint, Power Automate, Forms)
• Support continuous improvement initiatives to enhance team productivity and communication effectiveness

Stakeholder Coordination & Operational Support

• Coordinate cross-functional deliverables to support audit planning, execution, and reporting activities
• Prepare meeting materials, presentations, and supporting documentation for recurring and ad hoc meetings
• Manage logistics for executive meetings and departmental events, including materials preparation and follow-up tracking

Culture & Engagement

• Promote a collaborative and inclusive team culture through coordination of engagement initiatives and recognition activities
• Support department-wide events and initiatives that reinforce teamwork and organizational values
• Serve as a trusted resource to team members by facilitating communication and information sharing

Administrative & Operational Responsibilities

• Arrange travel and related logistics, including accommodations, itineraries, and visitor coordination, as needed
• Handle confidential information and sensitive materials with a high degree of discretion
• Process accounts payable, expense reports, invoices, and related documentation
• Coordinate onboarding logistics for new employees and third parties
• Coordinate vendor relationships, facilities-related requests, and other office support activities, as needed

General Expectations

• Adhere to company policies and procedures
• Maintain attendance, punctuality, required training, and compliance with applicable workplace standards
• Perform other duties as assigned

Education and/or Experience

• Bachelor's degree or equivalent combination of education and relevant experience
• Three to five years of experience in executive support, business operations, project coordination, or a related field
• Experience supporting senior executives or leadership teams
• Experience preparing executive communications, presentations, and meeting materials
• Experience coordinating projects, timelines, and cross-functional deliverables

Skills and Abilities

• Strong organizational and project coordination skills, with the ability to manage multiple priorities, deadlines, and deliverables in a fast-paced, changing environment
• Excellent written and verbal communication skills, including the ability to tailor messaging and prepare clear, polished materials for different audiences
• Strong judgment, problem-solving ability, and initiative, with the ability to work independently and manage sensitive matters with discretion
• High level of professionalism, interpersonal effectiveness, and collaboration in interactions across all levels of the organization
• Strong attention to detail and ability to produce accurate, high-quality work with appropriate follow-through
• Ability to coordinate across stakeholders, track action items, and support execution of cross-functional initiatives without direct authority
• Proficiency in Microsoft Office applications and collaboration tools, with the ability to learn and apply new technologies
• Understanding of and commitment to confidentiality, internal controls, and compliance with company policies and procedures