Executive Assistant

The Executive Assistant will provide high-level administrative support to members of the executive leadership team.

This role demands exceptional organizational skills, attention to detail, and the ability to manage competing priorities in a fast-paced environment.

Key responsibilities include managing calendars, coordinating meetings, arranging travel, preparing communications, and handling confidential information with professionalism and discretion.

Principal Accountabilities

The following responsibilities are general duties that a particular employee in this position may or may not be required to perform.

The actual duties required of this position may vary. 


* Manage complex calendars, including scheduling meetings, appointments and travel for executive leaders.


* Coordinate logistics for meetings, conferences and events, including preparation of materials, agendas and follow-up items.


* Screen and prioritize incoming communications, including emails, calls and mail; respond or route as appropriate.


* Manage a variety of complex and confidential situations and duties to support executive management in accordance with company policies, practices, and procedures. 


* Prepare executive expense reports.


* Prepare, edit and proofread correspondence, presentations, reports and other documents. 


* Support annual budget (GTO) process by coordinating deadlines and assisting in the preparation of key deliverables. 


* Maintain organized filing systems and ensure timely access to critical documents and records.


* Assist with the upkeep of HR databases and personnel records, ensuring data is accurate, confidential and compliant with company protocol.


* Assist with tracking, processing, and organizing legal invoices, including coordination with internal legal team and external vendors to ensure timely and accurate billing.


* Performs other activities assigned.

Minimum Requirements:


* Associates degree.


* 3-5 years of experience in an administrative or executive support role.  Experience supporting senior executives or C-level leaders strongly preferred.


* Advanced proficiency in MS Office (Outlook, Word, PowerPoint, and Excel). 


* Experience in calendar management and expense reporting.


* Professional demeanor and ability to interact with internal and external stakeholders at all levels.


* Proven ability to handle confidential and sensitive information with discretion.


* Ability to manage multiple tasks and priorities with a high degree of accuracy and attention to detail.


* Excellent organizational and time management skills.


* Excellent written and verbal communication skills. 


* Strong problem-solving skills and ability to work independently with minimal supervision.

Preferred Requirements: 


* Familiarity with productivity tools (e.g, Teams, Concur, Oracle).


* Commitment to excellence – perform duties at the highest level p...