Executive Assistant

OVERVIEW

Provide high‑level executive support to senior leadership while owning select operational responsibilities that keep leadership and programs running smoothly. This role combines complex calendar and travel management, confidential gatekeeping, non‑technical project coordination, multi‑budget tracking, event support, and creation of polished executive presentations and written communications.

The ideal candidate thrives in a fast‑paced environment, demonstrates strong time management, brings high energy, and can effectively support multiple leaders while maintaining a positive, team‑oriented mindset.

CORE RESPONSIBILITIES

Executive support and scheduling — Manage complex, high‑volume calendars across multiple leaders using Outlook; coordinate domestic and international travel, prepare itineraries, screen and prioritize requests, and serve as a protective gatekeeper for senior leadership.

Event coordination and setup — Plan and support internal and external meetings and events, including logistics coordination, materials preparation, room setup, technology coordination, and day‑of execution.

Project coordination — Lead non‑technical, cross‑department initiatives from planning through closeout; maintain project trackers and status updates in a project management tool.

Budget tracking and financial operations — Monitor and report on multiple program budgets; review and process vendor invoices and reimbursement requests; prepare documentation for finance or audit inquiries.

Presentations and design — Produce executive slide decks and one‑page reports in PowerPoint with a strong design eye; edit and polish slides and written materials for leadership.

Writing and editing — Draft, proofread, and refine executive communications, briefings, and talking points with strong attention to tone and accuracy.

Stakeholder engagement — Coordinate meetings and follow‑ups with internal partners (HR, IT, Communications, Facilities, Finance) and external vendors; escalate issues appropriately.

Confidentiality and protective support — Handle sensitive information discreetly and act as a trusted, protective liaison for confidential programs and executive matters.

Other duties — Support recurring and one‑time operational programs and perform additional tasks to ensure continuity and audit readiness.

REQUIRED EDUCATION & EXPERIENCE

• Associate degree plus six (6) years relevant experience in project coordination/management, administrative/executive support, public administration, or a related field
  


• Bachelor’s degree preferred
  

Experience with budgets, project coordination, and senior leadership support will be verified during the hiring process.

SKILLS, TOOLS, AND ATTRIBUTES

Core Requirements

• 7–10 years of administrative and/or executive support experience
  


• Advanced calendar management across multiple leaders/calendars (Outlook) — critical requirement
  


• Proven ability to support multiple executives simultaneously
  


• Strong time management and prioritization skills
  


• Ability to work efficiently in a fast‑paced environment
  


• Exceptional writing, editing, and communication skills
  


• Demonstrated discretion and a protective, solutions‑oriented mindset
  

Technical Skills

• 
  
  
  Advanced proficiency in Microsoft Office Suite:
  
  
  
  
  
  
  • Outlook (calendar management)
    
  
  
  • PowerPoint (executive presentations)
    
  
  
  • Excel (tracking and reporting)
    
  
  
  • Teams (collaboration)
    
  
  


• Experience with project management platforms (Monday.com, Asana, Smartsheet, or equivalent)
  


• Familiarity with DocuSign or e‑signature tools
  

Project and Financial Skills

• Non‑technical project coordination
  


• KPI tracking and reporting
  


• Basic budget reconciliation
  


• Invoice and reimbursement processing
  

Presentation and Design

• Advanced PowerPoint skills with a polished design eye for executive materials
  

Personal Attributes

• High energy with a proactive approach
  


• Strong team player with a positive, “can‑do” attitude
  


• Detail‑oriented, organized, and calm under pressure
  


• Comfortable managing competing priorities and shifting demands
  

WORK MODEL AND PHYSICAL DEMANDS

Work model: Full‑time with typical hours Monday–Friday; occasional evenings, weekends, and holidays may be required

Environment & demands: Office setting using standard equipment; predominantly sedentary with occasional lifting up to 20 pounds