Job Description
Job Description: POSITION SUMMARY: Act as a vital strategic partner to multiple executives, contributing to an efficient and strategically aligned operational framework. Serve as a vital communication link, establishing trust through anticipating needs, discerning challenges, and navigating complexities. Support effective communications between departments, stakeholders, and executives. This role requires a high degree of confidentiality and professional judgement. This role requires a broad, proactive mindset, supporting both the needs of assigned executives, but also the leadership team and Company as a whole.
Applicants must be currently authorized to work in the United States on a full-time basis. This position is not eligible for visa sponsorship. PRIMARY RESPONSIBILITIES: 40% - Calendar Management - Comprehensive oversight of complex calendars for multiple EVPs / VPS, alongside critical project timelines. The Executive Assistant must demonstrate composure and concentration while adapting schedules and gathering input to reprioritize deadlines, if appropriate. Proactive management of executive time, ensuring efficiency and the seamless navigation of conflicts. Requires the ability to make rapid decisions regarding schedule adjustments and deadline prioritization, with a clear understanding of the broader organizational impact.
20% - General Administrative Support - Execution of a wide range of administrative functions supporting executive operations. Responsibilities include, but are not limited to, preparation of internal communications on behalf of the executive such as routine company memos and reports. Proactively manage follow-up communication with both internal and external partners, providing a consistently high level of service and ensuring all communication is aligned with the Company's objectives. Expense report management, coordination of new hire integration (including detailed itineraries, onboarding protocols, and compliance checklists).
15% - Meeting Administration - Coordinate and manage occasionally complex meeting logistics for executive leadership and key stakeholders, encompassing both on-site and off-site engagements. Support meeting preparations, including the development of agendas, the compilation of presentation materials, and supporting documentation. Accurately record and distribute meeting minutes, ensuring key decisions and action items are effectively captured. Take meeting minutes and provide real-time support in the meeting as needed.
15% - Travel Administration - Support executive travel planning, including domestic and international logistics, with focus on efficiency. Develop and manage travel itineraries for Executives. Proactively anticipate travel needs, navigate the logistical challenges, and cultivate strong relationships with external vendors to ensure seamless, high-quality, and cost-effective travel experiences.
10% - Project Support - Provide administrative support, as needed, for company projects and initiatives. This may include proofreading, editing and finalizing of materials for projects as assigned to support executive priorities. Promote interdepartmental collaboration and foster partnerships with cross-functional teams
MINIMUM REQUIREMENTS: Educational/Experience Requirements: - 3+ years of progressively responsible executive assistant experience, with a proven track record of supporting vice-presidents and/or C-suite executives.
Required Technical Skills/Knowledge: - Experienced in Google Workspace (Gmail, Docs, Sheets, Slides) and Adobe Acrobat
- Demonstrated fluency in mobile device management and other emerging technologies is valuable
- A forward-thinking mindset, with the capacity to integrate innovative technology solutions
General Knowledge and Abilities: - Demonstrates an understanding of business operations and possesses the ability to exercise judgment, discretion, and confidentiality in all matters
- Exhibits high level organizational and time management skills, the ability to navigate multiple, high-priority tasks and meet deadlines within a demanding, fast-paced environment
- Communicates effectively, both verbally and in writing, demonstrating attention to detail
- Employs proactive, strategic problem-solving and decision-making capabilities
- Thrives in both collaborative team environments and operates with autonomy
Physical Requirements: Walking, sitting, standing, keyboard work.
Work Environment: Office
BENEFITS: - Quarterly profit-sharing bonus
- Medical, dental, vision, and life insurance
- Company-funded retirement plan - no cost to employee
- Paid holidays
- Paid time off
- Hybrid arrangements available (work 1 day/week from home)
- Tuition Assistance
- Employee discount
This job description is not all inclusive and is subject to change. Additional duties, responsibilities, and tasks may be assigned, as necessary. Employment remains "AT WILL" at all times.
Job Tags
Full time, Work at office, 1 day per week,