Executive Administrative Assistant

Job description

We are seeking a highly experienced Executive Assistant to support executive leaders in our corporate office. This executive support role requires exceptional judgment, advanced organizational skills, and the ability to operate independently while managing complex, fast-moving priorities. The ideal candidate brings a polished executive presence, proactive problem-solving capabilities, and the ability to navigate sensitive matters with absolute professionalism.

Key Responsibilities

A strategic partner and force multiplier who anticipates needs, identifies efficiencies, and proactively coaches their executive on maximizing support — even before the executive recognizes the opportunity. Act as a gatekeeper, filtering communications and serving as a professional liaison between the and the Board, investors, and senior leadership. Manage and execute executive action items, follow ups, and deliverables with minimal supervision.

Strategic Calendar Orchestration

Manage a complex calendar with deep discernment, prioritizing requests based on the executive’s, priorities, and meeting patterns. Oversee executive hospitality functions, including scheduling and coordinating lunches, welcoming, and assisting guests, and proactively addressing emerging needs to maintain a polished, professional environment. Provide discreet support for occasional personal errands or arrangements as needed.

Provide high-level administrative and operational support across corporate and community initiatives. Conduct strategic research and manage the prioritization and follow up of issues and inquiries directed to executive leaders, including those requiring confidentiality or complex judgment. Prepare, draft, and refine correspondence and ensure timely routing of sensitive or high-priority matters. priority matters. Coordinate complex domestic and international travel and oversee office support activities including expense reimbursements.

Coordinate meetings, including scheduling, attendee logistics, material preparation, and onsite support. Accurately transcribe, edit, format, and proofread documents such as reports, minutes, presentations, and speeches. Provide support for project management activities, including planning, organizing, scheduling, and research. Coordinate logistics for corporate events, executive meetings, and Board engagements.

Qualifications

Minimum of 7 years of executive level support experience, with a strong record supporting executive leadership, preferably within a fast-paced or high-growth environment. Exceptional ability to anticipate needs, solve problems, and manage shifting priorities under tight timelines and understand the “why” behind executive decisions. Proven track record of handling highly sensitive materials (mergers, financials, personal issues) with absolute integrity); ability to “read the room” and manage complex stakeholder personalities with grace.

Excellent written and verbal communication skills; strong interpersonal and organizational capabilities. Advanced Microsoft Office proficiency (Word, Excel, PowerPoint, Outlook). Demonstrated professionalism, confidentiality, diplomacy, and independence. Strong customer service orientation and commitment to high-quality deliverables.