Executive Assistant

Key Responsibilities

Executive Support & Calendar Management

• Manage complex executive calendars across multiple time zones, balancing competing priorities and last-minute changes.
• Coordinate meetings, appointments, and leadership engagements while optimizing executive time.
• Handle inbox management, including email triage, drafting responses, and prioritizing communications requiring executive attention.
• Prepare agendas, meeting materials, pre-reads, and briefing documents.
• Track action items, decisions, and follow-ups to ensure timely execution.

Travel & Logistics Management

• Coordinate domestic and international travel arrangements, including multi-leg itineraries.
• Manage travel documentation requirements, visa coordination, and compliance-related needs.
• Create contingency plans and proactively resolve travel disruptions, delays, or schedule changes.
• Prepare travel itineraries and logistical briefings.

Stakeholder & Communication Management

• Act as a key point of contact between the executive and internal/external stakeholders.
• Communicate professionally with senior leaders, customers, partners, vendors, and cross-functional teams.
• Manage meeting requests and provide thoughtful prioritization and scheduling recommendations.
• Confidently represent the executive's priorities, including declining or rescheduling meetings when necessary.
• Provide proactive updates and ensure stakeholders remain informed on key actions and deadlines.

Operational Excellence & Organization

• Build and maintain SOPs, process documentation, checklists, and operational trackers.
• Manage recurring business rhythms, including leadership meetings, reporting deadlines, reviews, and key milestones.
• Utilize collaboration and productivity tools effectively, including calendar systems, expense platforms, travel management tools, and project trackers.
• Drive administrative efficiency by identifying process improvements and implementing best practices.

Confidentiality & Judgment

• Handle highly sensitive and confidential information with the utmost discretion.
• Exercise sound judgment in determining what requires immediate escalation versus independent resolution.
• Support leadership initiatives, organizational changes, and confidential business matters while maintaining trust and professionalism.

Required Qualifications

• 2-8 years of experience supporting senior executives, business leaders, or leadership teams.
• Experience managing complex calendars, travel arrangements, and executive communications.
• Excellent verbal and written communication skills.
• Strong organizational skills with exceptional attention to detail.
• Ability to manage multiple priorities simultaneously in a dynamic environment.
• Demonstrated experience handling confidential information responsibly.
• High proficiency in Microsoft Office Suite (Outlook, Teams, Word, Excel, PowerPoint) and modern collaboration tools.
• Strong problem-solving skills and ability to work independently with minimal supervision.

Preferred Qualifications

• Experience supporting Director, VP, or C-level executives.
• Experience coordinating international travel and global stakeholder engagement.
• Familiarity with expense management, event coordination, and project management tools.
• Experience working in a fast-paced corporate or technology environment.