Executive Assistant

We are seeking a highly organized, proactive, and trustworthy Executive Assistant to provide comprehensive administrative, operational, and executive support. This position serves as a critical partner to leadership by managing communications, coordinating business activities, supporting onboarding, processing invoices and expenses, maintaining contracts and records, and helping daily operations run efficiently.

The ideal candidate demonstrates exceptional attention to detail, strong judgment, emotional intelligence, and the ability to manage competing priorities in a fast-paced environment. This individual must handle sensitive information with discretion and communicate professionally with executives, managers, employees, board members, customers, vendors, and the public.

Key Responsibilities

Executive Support & Communication

·    Manage executive calendars, scheduling, meeting coordination, and related logistics.

·    Screen, prioritize, and route emails.

·    Provide timely support outside normal business hours when urgent business needs arise.

Expense, Invoice & Financial Administration

·    Complete and submit expense reports accurately and on time.

·    Collect, organize, and reconcile receipts and supporting documentation.

·    Track reimbursements and follow up on missing information or approvals.

·    Review incoming invoices for accuracy against purchase orders, contracts, and supporting documentation.

·    Route invoices for approval and payment processing to help ensure vendors are paid on time.

·    Maintain organized records of invoices, expenses, approvals, and payments.

·    Communicate with vendors and internal partners regarding invoice or payment questions.

Offer Letters & Onboarding Support

·    Prepare official offer letters using approved company templates.

·    Confirm compensation, job titles, start dates, and other employment details with hiring managers and Human Resources.

·    Send offer letters and onboarding documents to candidates.

·    Track signatures and follow up on outstanding documents.

·    Maintain accurate and secure onboarding records.

·    Coordinate administrative onboarding activities to support a smooth new hire experience.

Contract & Document Administration

·    Maintain a secure and organized digital library of client, vendor, and company agreements.

·    Coordinate electronic signature requests and maintain completed agreement records.

·    Track contract status, execution, and renewal dates when assigned.

·    Prepare, format, proofread, distribute, and archive business documents.

·    Protect confidential legal, financial, personnel, payroll, and compensation information.

Professional Relationships & Discretion

·    Use discretion and professionalism when working with managers, employees, board members, customers, vendors, and the public.

·    Manage sensitive matters with a high level of confidentiality, especially those affecting company operations.

·    Exercise emotional intelligence, tact, agility, and sound judgment in a fast-paced environment.

·    Build strong working relationships and communicate clearly across all levels of the organization.

·    Manage up effectively by anticipating priorities, surfacing risks, and keeping commitments visible.

What We're Looking For

Required Qualifications

·    Three or more years of executive, administrative, or business support experience preferred.

·    Strong proficiency in Microsoft Outlook, Word, Excel, PowerPoint, and Teams.

·    Excellent written and verbal communication skills.

·    Proven ability to manage confidential and sensitive information.

·    Exceptional attention to detail, proofreading, and numerical accuracy.

·    Ability to prioritize competing deadlines and work independently with strong follow-through.

Preferred Qualifications

·    Experience preparing expense reports and managing reimbursement documentation.

·    Experience with invoice processing, contract administration, and document management.

·    Familiarity with DocuSign, Adobe Sign, or similar electronic signature platforms.