Executive Assistant

Overview

We are seeking an experienced Executive Assistant to provide high-level administrative support to senior leaders and leadership teams across the organization. Reporting to the Manager of Administrative Services, this role serves as a strategic partner to business leaders by managing complex administrative responsibilities, coordinating meetings and communications, supporting travel and operational activities, and driving process improvements.

The ideal candidate is highly organized, proactive, adaptable, and experienced supporting senior executives in a fast-paced corporate environment.

Responsibilities

Executive & Calendar Management

• Manage complex calendars, scheduling, and meeting coordination for senior leaders and leadership teams.
• Anticipate scheduling conflicts and proactively recommend solutions.
• Coordinate meeting logistics, invitations, presentation materials, agendas, handouts, and follow-up activities.
• Record meeting notes, action items, and decisions as needed.
• Facilitate virtual meetings by managing online platforms, troubleshooting issues, and supporting attendee engagement.

Administrative Support

• Prepare, edit, proofread, and distribute business communications and documents, including:
  • Reports
  • Presentations
  • Memos
  • Surveys
  • Organizational charts
  • Department communications
• Maintain electronic records and document management systems.
• Support department-specific administrative processes and activities.

Travel & Logistics

• Coordinate domestic and international travel arrangements.
• Ensure leaders have all necessary travel documentation and itineraries.
• Manage travel-related logistics and expense-related administrative support.

Team & Department Support

• Create team meeting agendas and coordinate meeting execution.
• Support onboarding and offboarding activities for department employees.
• Maintain department supplies and manage related budgets.
• Participate in departmental projects and process improvement initiatives.
• Assist with Teams and SharePoint site administration and maintenance.

Business Partnership & Continuous Improvement

• Act as a trusted partner to leadership by anticipating challenges and identifying opportunities for operational improvements.
• Develop recommendations that improve efficiency and effectiveness.
• Support evolving business priorities and changing organizational needs.
• Provide backup support to other Executive Assistants and administrative team members when needed.

Required Qualifications

• Minimum 5 years of experience supporting senior leaders, executives, or C-suite professionals
• Experience managing complex calendars, travel arrangements, and executive-level administrative responsibilities
• Strong organizational and time-management skills
• Exceptional attention to detail and accuracy
• Ability to handle confidential and sensitive information with professionalism and discretion
• Strong verbal and written communication skills
• Experience working within complex corporate organizations and leadership structures
• Ability to prioritize multiple responsibilities and meet deadlines in a fast-paced environment
• Strong problem-solving and decision-making abilities
• Advanced proficiency with:
  • Microsoft Outlook
  • Microsoft Teams
  • Microsoft PowerPoint
  • Microsoft Word
  • Microsoft Excel
  • SharePoint

Preferred Qualifications

• Experience supporting multiple executives or leadership teams simultaneously
• Experience coordinating virtual and hybrid meetings
• Experience managing departmental budgets, supplies, or operational processes
• Experience supporting onboarding and employee transition activities
• Experience contributing to process improvement and operational efficiency initiatives

Key Competencies

• Executive Support
• Calendar Management
• Travel Coordination
• Meeting Planning & Facilitation
• Administrative Operations
• SharePoint Administration
• Microsoft Teams
• Process Improvement
• Project Coordination
• Stakeholder Management
• Communication & Relationship Building
• Problem Solving
• Organizational Effectiveness