We are seeking a dynamic Executive Assistant to support a busy executive with a wide range of duties, from managing a complex travel schedule to preparing meeting materials. The ideal candidate will have exceptional attention to detail, excellent communication skills, and the ability to thrive in a fast-paced, dynamic environment. This role will require handling sensitive information with professionalism and discretion.
Key Responsibilities:
Plan and organize extensive domestic and international travel, including flights, accommodations, ground transportation, and detailed itineraries.
Proactively adjust travel plans as necessary to accommodate changing schedules.
Coordinate logistics for executive meetings, including preparing agendas, ordering meals, taking detailed notes, and documenting actionable directives.
Ensure all materials for meetings and presentations are prepared and available in advance.
Manage a complex and demanding calendar, ensuring seamless coordination across multiple boards, committees, and events.
Schedule internal and external meetings, prioritize time, and manage conflicting appointments to keep the executive's time optimized.
Assist with planning and coordination for client events.
Manage logistics for corporate lunches, special engagements, and other events as needed.
Process and submit expense reports on behalf of the executive, ensuring accuracy and timely submission.
Track and manage receipts and budgets for travel, events, and other related expenditures.
Draft, edit, and review professional communications on behalf of the executive, including letters of recommendation, email responses, presentations, and meeting minutes.
Ensure all messaging aligns with the executive's voice and intent while maintaining high standards of professionalism.
Qualifications:
7+ years of experience as an Executive Assistant with proven experience managing complex travel, event coordination, and executive-level communications.
Bachelors degree is highly preferred.
Strong written and verbal communication skills.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant software.
Ability to multitask, prioritize, and manage time effectively in a fast-paced environment.
Exceptional attention to detail and ability to work independently.