Executive Assistant

Job Summary

The Executive Assistant serves as a trusted partner to executive leadership, providing high-level administrative and operational support to enable effective decision-making and execution. This role works closely with Vice Presidents and a broad range of internal and external stakeholders to manage priorities, streamline workflows, and ensure seamless execution of key initiatives.

As the primary point of contact for executive communications, the Executive Assistant facilitates coordination across all levels of the organization, exercising sound judgment and discretion in handling sensitive and confidential matters. This role requires the ability to operate independently in a fast-paced environment, proactively anticipating needs, managing competing priorities, and driving tasks to completion.

The ideal candidate is highly organized, adaptable, and resourceful, with strong written and verbal communication skills. They demonstrate creativity and initiative while managing complex schedules, projects, and administrative functions. This individual excels at balancing multiple responsibilities, supporting executive effectiveness, and contributing to overall organizational success.

Job Duties & Responsibilities

• Provide high-level operational, administrative, and project support to enable effective decision-making and execution


• Act as a central point of coordination for communications, ensuring alignment across internal and external stakeholders while managing and prioritizing high-volume, time-sensitive information


• Prepare, edit, and deliver correspondence, communications, presentations, and executive-level materials for both internal and external audiences


• Develop, implement, and continuously improve administrative systems, processes, and documentation to enhance efficiency and effectiveness


• Maintain a quick moving executive calendar while aligning internal and external meetings with business priorities


• Lead the planning of department meetings, including scheduling, agenda development, preparation and distribution of materials, and logistics coordination; attend meetings as needed and document follow-ups to drive accountability


• Maintain strict confidentiality of all corporate, personnel and research matters


• Organize and support team building initiatives to strengthen engagement and organizational culture


• Perform other duties as assigned to support leadership needs

Job Specific Skills

• Demonstrates exceptional accuracy and attention to detail, consistently producing high-quality work and proactively self-monitoring outputs for completeness and correctness


• Expertise in executive calendar management, including coordinating complex, high-volume meetings and aligning schedules with business priorities


• Strong organizational and prioritization skills, with the ability to manage multiple competing demands seamlessly while remaining adaptable and responsive


• Advanced proficiency in Microsoft Office Suite (Outlook, Teams, PowerPoint, Word, Excel) and related digital tools, with curiosity and adaptability in adopting emerging technologies, including AI, to enhance productivity


• Comprehensive knowledge of administrative practices and procedures, with the ability to apply and continuously improve processes to drive efficiency


• Highly proactive and service-oriented, anticipating needs, removing obstacles, and driving execution to enhance leadership effectiveness and overall organizational performance

Education

Minimum: Bachelor’s degree - from accredited university

Experience

Minimum: 5 years related work experience