Position Overview
We are seeking an exceptionally organized, proactive, and detail-oriented Executive Assistant to provide high-level, comprehensive administrative and operational support to executive leadership. In this role, you will act as a key on-site partner, managing executive workflow, communications, scheduling, and critical documentation.
The ideal candidate possesses advanced mastery of the Microsoft Office Suite, excelling at complex calendar management in Outlook, executive presentation design in PowerPoint, data organization and tracking in Excel, and professional correspondence in Word. This role requires sound judgment, discretion, strong emotional intelligence, and the ability to anticipate operational needs in a fast-paced environment.
Key Responsibilities
Calendar & Schedule Management: Coordinate and protect executive calendars via Microsoft Outlook; resolve scheduling conflicts proactively and ensure leadership is fully briefed and prepared with relevant agendas and materials prior to all meetings.
Executive Correspondence & Documentation: Draft, format, proofread, and finalize high-stakes correspondence, executive memos, agendas, and formal reports using Microsoft Word.
Data Organization & Reporting: Build and maintain operational logs, rosters, and administrative tracking sheets in Microsoft Excel; utilize formulas, data filtering, and formatting to present clean, actionable summaries.
Presentations & Briefings: Design polished, brand-aligned presentations and slide decks in Microsoft PowerPoint for leadership meetings, board presentations, and external stakeholder reviews.
Meeting & Event Logistics: Organize and facilitate on-site and virtual meetings, including room reservations, technology setups (Microsoft Teams), taking minutes, and tracking action items to completion.
Travel Coordination: Book end-to-end travel arrangements (flights, lodging, ground transportation) and compile detailed itineraries.
Operational & Administrative Support: Manage expense reporting, review incoming correspondence, maintain digital filing systems (SharePoint/OneDrive), and execute special administrative projects as assigned.
Confidentiality & Gatekeeping: Exercise strict discretion regarding personnel matters, strategic initiatives, executive communications, and confidential operational data.
Qualifications & Experience
Experience: 3–5+ years of proven experience supporting senior executives in a fast-paced corporate, educational, non-profit, or related professional setting.
Technical Mastery (Microsoft Office Suite):
Outlook: Advanced calendar scheduling, inbox prioritization, contacts management, and rule creation.
Word: Advanced formatting, templates, mail merges, table design, and document styling.
Excel: Intermediate-to-advanced proficiency (sorting, filtering, conditional formatting, basic/intermediate formulas such as VLOOKUP/XLOOKUP, SUMIFS, and clean layout structuring).
PowerPoint: Proven ability to create clean, visually engaging slide decks and visual assets from raw concepts or outlines.
Collaboration Tools: Proficient with Microsoft Teams, OneDrive, SharePoint, and remote conferencing platforms.
Communication Skills: Exceptional verbal and written communication skills with impeccable grammar, syntax, and business etiquette.
Organizational Acumen: Superior time-management skills with the ability to manage competing priorities without compromising accuracy or deadlines.
Education: Associate or Bachelor’s degree in Business Administration, Communications, or related field preferred; equivalent professional executive support experience accepted.
Professional Growth: Opportunities for ongoing professional development and skills advancement.
Compensation & Benefits Package
This is a full-time, salaried exempt position with compensation scaling upward based on qualifications, technical depth, and proven executive support experience:
Base Salary: Starting at $52,000/year, with upward flexibility commensurate with experience and advanced technical capabilities.
Health & Dental: Medical and dental insurance coverage.
Paid Time Off (PTO): Accrued vacation, sick leave, and paid organizational holidays.