Executive Assistant Position Summary:
We are seeking an experienced and proactive Executive Assistant to provide high-level administrative support to the CEO. In this role, you will exercise confidentiality, tact, and diplomacy while working closely with the leadership team on daily business operations, project coordination, and sensitive matters. This position requires a professional who thrives in a dynamic environment and is capable of handling complex tasks with minimal supervision.
Key Responsibilities:
- Provide executive-level support, including managing travel arrangements, expense reports, presentations, and proposals.
- Ensure smooth office operations by handling daily administrative tasks such as managing mail, scheduling meetings, maintaining office supplies, and coordinating catering.
- Manage the calendar and travel logistics for executives, ensuring seamless scheduling across time zones.
- Coordinate complex meetings, conference calls, and events, including preparation of materials and agendas.
- Support the onboarding process for new team members and business partners, providing timely updates to stakeholders.
- Work closely with Human Resources on confidential, executive-level items and projects.
- Manage and maintain internal platforms such as Teams and SharePoint to support collaboration and document management.
- Leverage Microsoft Office tools to prepare documents, spreadsheets, and presentations with a high level of accuracy and efficiency.
- Act as a liaison between executives and key internal/external contacts, ensuring strong relationship management and communication.
- Drive process improvements to enhance workflow and support business operations.
- Perform other duties as assigned to support business needs.
Qualifications:
Education:
- Associates degree or equivalent required; Bachelors degree preferred.
Experience:
- 5+ years of recent experience providing executive administrative support, ideally in a global organization with international operations.
- Prior experience working in a start-up environment a plus.
Skills and Abilities:
- Exceptional attention to detail and ability to anticipate the needs of executives.
- Strong organizational, time management, and multitasking skills, with the ability to manage multiple priorities effectively.
- Clear, concise communication style with excellent interpersonal skills.
- Ability to work independently, demonstrate accountability, and drive process improvements.
- Flexible availability to accommodate executives across multiple time zones, globally.
- Advanced proficiency in Microsoft Office applications (Outlook, Teams, Word, Excel, PowerPoint).
- Experience with travel management tools.
Other Requirements:
- Notary Public certification or willingness to obtain within 6 months of employment.
- Experience coordinating executive travel (domestic and international).
- Comfortable working in a fast-paced environment with the ability to adapt to changing priorities.
Physical Requirements:
- Ability to sit, stand, and walk as needed.
- Frequent use of a computer for typing and data entry.
- The office environment is typically quiet, with occasional moderate noise levels in meetings or events.
This posting offers an exciting opportunity to work closely with top leadership and play a vital role in a growing organization. Apply now to join a team that values innovation, collaboration, and continuous improvement.