Executive Assistant

JOB SUMMARY:

The Executive Assistant provides high-level administrative, logistical, and project support to the Executive Leadership Team. This role requires strong organization, communication, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. Responsibilities include coordinating executive scheduling and travel, supporting meetings and events, and assisting with Board-related activities.

ESSENTIAL/PRIMARY DUTIES:

• Serves as a primary point of contact for executives, providing administrative and logistical support for schedules, meetings, events, and travel.
• Manages complex executive calendars, including scheduling and coordinating meetings, appointments, and other business activities.
• Maintains professionalism, discretion, and strict confidentiality when handling sensitive information.
• Prepares and organizes meeting materials, including presentations, agendas, handouts, and other supporting documents.
• Supports assigned projects by coordinating activities, organizing information, tracking timelines and deliverables, and following up with appropriate stakeholders.
• Manages day-to-day workflow and competing priorities while supporting multiple executives and team members as needs arise.
• Coordinates domestic and international travel, including accommodations, transportation, itineraries, and other travel-related arrangements.
• Assists with expense and credit card reconciliation.
• Assists with coordination of Midmark Board of Directors meetings.
• Collaborates closely with the Corporate Admin team and other cross-functional partners to coordinate work and provide coverage as needed.

SECONDARY DUTIES:

• Performs other duties as needed/assigned.
• Provides assistance to other departments when additional confidential support is needed.

EDUCATION and/or EXPERIENCE:

• Associate degree (A.A.) in business administration, or related field. 4-6 years of administrative or business-related experience.

COMPETENCY and/or SKILL:

• Demonstrates discretion and the ability to maintain confidentiality when handling sensitive information.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Outlook, Word, Excel, PowerPoint, SharePoint and other relevant business applications.
• Ability to collaborate effectively with executives, teammates, cross-functional partners, and external contacts.
• Demonstrates initiative and problem-solving skills, with the ability to work independently and seek guidance when appropriate.
• Strong organizational and time-management skills, with the ability to manage multiple priorities, meet deadlines, and make appropriate day-to-day decisions.
• Ability to adjust work hours based on business and executive needs.
• Notary Public preferred.
• Ability to maintain a professional presence appropriate to the business setting and occasion.

SUPERVISORY RESPONSIBILITIES:

• N/A

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by a teammate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the teammate is regularly required to see, talk, and hear. The teammate frequently is required to sit and use hands. The teammate is occasionally required to reach with hands and arms. The teammate must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those teammate encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the teammate is occasionally exposed to moving mechanical parts. The noise level in the work environment is usually quiet.

ADDITIONAL INFORMATION:

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the teammate. Other duties, responsibilities, and activities may change or be assigned at any time with or without notice. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

• Midmark Equal Employment Opportunity Employer – Minorities/Females/Disabled/Veterans