Executive Assistant

Key Responsibilities

• Manage the CEO’s calendar, including scheduling meetings, conferences, virtual meetings, and travel arrangements.
• Coordinate domestic and international travel, including flights, hotel reservations, transportation, meeting logistics, and comprehensive travel itineraries.
• Proactively monitor travel schedules and resolve issues such as delays, cancellations, or itinerary changes.
• Maintain accurate travel records, expense reports, confirmations, and supporting documentation.
• Organize and coordinate quarterly Board of Directors meetings, leadership meetings, sales meetings, and other corporate events.
• Serve as the first point of contact for visitors, clients, and business partners by providing professional reception and communication support.
• Support executive leadership through exceptional organization, prioritization, confidentiality, discretion, and attention to detail.
• Plan and manage company events, executive off-sites, employee engagement activities, leadership gatherings, and special projects.
• Coordinate all event logistics, including venue selection, catering, vendor management, transportation, technology setup, event communications, and registration processes.
• Manage office hospitality needs by ordering and maintaining snacks, supplies, and serving as backup support for Office Services operations.

Qualifications & Experience

• Bachelor’s degree preferred.
• 3-5 years of Administrative Assistant or Executive Assistant experience supporting senior leadership.
• Proven experience managing multiple executive calendars and complex scheduling requirements.
• Strong experience coordinating domestic and international travel arrangements.
• Demonstrated event planning, project coordination, and vendor management experience.
• Excellent organizational, communication, and time management skills.
• Strong attention to detail with the ability to multitask and meet deadlines in a fast-paced environment.
• Ability to handle confidential information with professionalism and discretion.

Tools & Technologies

• Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
• Adobe Acrobat
• Salesforce CRM
• Calendar & Scheduling Tools
• Travel Management Platforms
• Video Conferencing Tools (Microsoft Teams, Zoom, WebEx)
• Expense Management & Reporting Systems