Executive Assistant

POSITION SUMMARY

The Executive Administrator to the Regional Vice President provides highly complex and consequential administrative support at the senior leadership level. This role serves as a trusted partner to the Regional VP, ensuring smooth operational flow across the region. The incumbent interfaces with senior internal stakeholders and external partners, exercising considerable discretion, initiative, and sound judgment in representing the office of the Regional VP.

Success in this role requires the ability to anticipate leadership needs, manage competing priorities with composure, and act as a confident, proactive ambassador for the Regional VPs office.

KEY RESPONSIBILITIES

Calendar Scheduling Management

• Manage and optimize the Regional VPs complex calendar, including scheduling internal and external meetings, appointments, and leadership engagements across multiple time zones.
• Anticipate scheduling conflicts and proactively resolve them, ensuring the Regional VPs time is allocated to highest-priority activities.
• Coordinate logistics for regional leadership meetings, off-sites, and business reviews, including room bookings, technology setup, and attendee communications.

Travel Logistics

• Plan and manage complex domestic and international travel arrangements, including flights, accommodations, ground transportation, and itineraries.
• Prepare detailed travel briefs and ensure the Regional VP is fully prepared for each trip, including agendas, background materials, and contact information.
• Monitor travel disruptions and respond quickly with alternative arrangements when needed.

Communications Correspondence

• Draft, edit, and manage non-routine and sensitive correspondence on behalf of the Regional VP, ensuring accuracy, tone, and timeliness.
• Screen and prioritize incoming communications (email, calls, requests), escalating or delegating as appropriate.
• Prepare executive-level briefing materials, presentations, reports, and talking points for meetings and engagements.

Confidentiality Information Management

• Handle sensitive and confidential organizational, personnel, and business information with the utmost discretion and professionalism.
• Maintain secure filing systems (digital and physical) for critical documents, contracts, and correspondence.
• Ensure information integrity across all materials prepared for or by the Regional VPs office.

Project Special Initiative Support

• Own and drive special projects at the local and regional level, managing timelines, stakeholders, and deliverables.
• Support cross-functional initiatives as directed by the Regional VP, serving as a point of coordination between teams.
• Track action items and follow up with relevant stakeholders to ensure timely completion.

Team Leadership Collaboration

• Serve as a resource and informal mentor to junior assistants and coordinators across the region, sharing best practices, tools, and institutional knowledge.
• Foster a collaborative, high-performance culture within the administrative support function.
• Perform other duties as assigned by the Regional VP or senior leadership.

KNOWLEDGE, SKILLS ABILITIES

• Technical Skills: Advanced proficiency in Microsoft Office Suite
• Project Management: Strong planning, organizational, and time-management skills with the ability to manage multiple high-priority tasks simultaneously.
• Communication: Exceptional written and verbal communication skills, with the ability to interface effectively at the C-suite and VP level.
• Discretion Judgment: Demonstrated ability to handle confidential and sensitive matters with discretion and sound judgment.
• Initiative: Ability to work independently with minimal direction, anticipate needs, and act decisively in a fast-paced environment.
• Attention to Detail: Meticulous attention to detail across all deliverables, from correspondence to travel itineraries.
• Adaptability: Comfortable with ambiguity and changing priorities; able to remain calm and effective under pressure.
• Interpersonal Skills: Collaborative mindset with the ability to build relationships across functions, geographies, and organizational levels.

QUALIFICATIONS

Required

• Minimum 5 years of executive-level administrative experience, preferably supporting VP-level or above.
• Proven experience managing complex travel, calendar, and correspondence for senior leadership.
• Demonstrated ability to handle high volumes of work with accuracy and professionalism.

Preferred

• Associates degree or higher (Bachelors degree preferred); equivalent combination of education and experience considered.
• Experience in a regional or multi-site organizational context.
• Familiarity with project management tools (e.g., Asana, Monday.com, or similar).
• Prior experience mentoring or coordinating across an administrative team
• Familiarity of tools like Egencia (Travel), Concur, Salesforce, Workday, ServiceNow etc

The Job Description is intended to be a general representation of the responsibilities and requirements of the job. However, the description may not be all-inclusive, and responsibilities and requirements are subject to change.