Executive Assistant

Description Executive Leadership Support

- Provide high-level, comprehensive administrative support to the CEO and three Regional Presidents

- Act as a trusted partner to executive leadership, anticipating needs and resolving issues proactively

- Handle sensitive and confidential matters with the utmost discretion and sound judgment

Calendar & Priority Management

- Manage extremely complex and dynamic calendars across multiple executives and time zones

- Strategically prioritize meetings, travel, and commitments to align with business objectives

- Prepare executives with agendas, materials, and relevant background information in advance

Travel Coordination

- Independently arrange and manage complex domestic and international travel

- Create detailed travel itineraries including flights, accommodations, transportation, and schedules

- Serve as the primary contact for travel changes or issues before and during trips

Event Planning & Coordination

- Lead coordination of executive-level meetings, board meetings, leadership retreats, regional events, and company-wide functions

- Oversee event logistics including venue selection, catering, audiovisual needs, materials preparation, and post-event follow-up

- Collaborate with internal teams and external vendors to ensure seamless execution

Email & Executive Communications

- Manage and prioritize executive inboxes using independent judgment

- Draft, edit, and respond to high-level correspondence on behalf of executives

- Serve as a liaison between executives and internal and external stakeholders

Administrative & Strategic Support

- Track action items, projects, and deliverables on behalf of executive leadership

- Prepare reports, presentations, and briefing materials as requested

- Process expenses, assist with budget tracking, and maintain organized records

- Support special initiatives and cross-functional projects as assigned

Qualifications

Required

- 10-15+ years of experience providing executive-level administrative support, ideally to a CEO and senior leadership team

- Demonstrated experience supporting multiple executives simultaneously

- Proven expertise in calendar management, travel coordination, and executive event planning

- Exceptional organizational, communication, and time-management skills

- High level of professionalism, discretion, emotional intelligence, and sound judgment

- Advanced proficiency in Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint)

Preferred

- Experience in a multi-regional or matrixed organization

- Experience supporting board meetings and executive leadership events

- Familiarity with expense management, CRM, and travel booking platforms

- Ability to work flexible hours to support executive schedules

Core Competencies

- Executive presence and strategic thinking

- Anticipation of needs and proactive problem-solving

- Attention to detail with the ability to operate independently

- Stakeholder and relationship management

- Adaptability in a high-growth or fast-paced environment Requirements

5+ years executive/administrative support experience

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