Executive Assistant I

Job Requirements:

Shift: ANY shift

Work set-up: Hybrid (three days in the office, twice work from home)

• Independently manage moderately complex to complex calendars for mid-to-senior level executives, including coordinating recurring meetings, managing multi-time-zone bookings, blocking time for focused work, and anticipating rescheduling needs. Ensure priorities are reflected accurately on the calendar based on executive preferences and commitments.

• Act as an extension of the executive by reviewing incoming emails, categorizing and prioritizing by urgency, flagging follow-ups, and drafting responses when appropriate. Manage shared and personal mailboxes, apply rules, and maintain inbox hygiene for peak efficiency.

• Coordinate full travel arrangements, including flights, ground transportation, hotel accommodations, travel insurance, and visa applications. Develop and share detailed itineraries, proactively address travel issues, and assist with changes while executives are on the move.

• Own the full lifecycle of executive meetings—from agenda coordination and invite distribution to materials preparation, notetaking, and action item follow-ups. Support hybrid or virtual meetings via Teams Live or similar platforms, and ensure all logistics are in place, including catering, AV tech, or presentation sharing.

• Prepare and submit expense reports aligned with company SLAs, ensuring accurate coding, attachment of receipts, and reconciliation of credit card transactions. Track approvals and liaise with A/P for pending reimbursements, wire transfers, and vendor follow-ups.

• Generate and format spreadsheets, dashboards, reports, and presentations tailored for executive and stakeholder use. Maintain version control, ensure visual clarity, and proactively update recurring documents such as performance summaries or project trackers.

• Submit and track purchase orders (e.g., in Coupa), assist in vendor setup, ensure invoice submission, and follow through on payment processing. Coordinate with service providers for vendor meetings, contract routing, or escalations when needed.

• Prepare logistics for stakeholder visits, including agendas, room bookings, meal planning, and meeting materials. Act as point-of-contact for internal teams to ensure seamless execution and professional stakeholder experience.

• Create and send newsletters, announcements, and internal updates on behalf of the executive. Design basic graphics for events or initiatives, support internal campaigns, and assist with formatting decks and comms for broader distribution.

• Manage requests for system access, ServiceNow IT support, and onboarding-related tools. Coordinate closely with IT or relevant departments to ensure timely resolution of access or tech-related issues affecting supported executives.

• Conduct market research, competitor scans, or internal policy reviews to support executive decision-making. Gather profiling information on clients, stakeholders, or vendors, and help prepare summaries for executive briefings or meetings.

• Build strong working relationships with internal departments (e.g., HR, Finance, Legal, IT) to support executive needs. Collaborate closely with other EAs to align schedules, share best practices, and support department-wide events or initiatives.

• Assist in general executive assistant tasks as needed.

Qualifications

• Bachelor’s degree or at least 4 years’ experience in the same industry

• Strong experience working with MS 365 particularly Word, Excel, Outlook, and PowerPoint required

• Highly motivated with ability to function well in a fast-paced environment

• Excellent interpersonal, organizational, and communication skills

• Strong attention to detail with an ability to deliver accurate documentation and task completion

• Excellent verbal and written communication skills

• Experience drafting reports and correspondence

• Experience managing multiple and changing demands, details, and deadlines

• Experience working with a global team

• Good understanding of administrative and vendor support functions

• Experience with project coordination and budget tracking

• Experience with SharePoint is a plus