Executive Assistant

The Executive Assistant provides high-level administrative support to executive leadership by managing schedules, coordinating communications, organizing meetings, and handling confidential information. This role serves as a trusted partner to executives, ensuring efficient daily operations and supporting strategic business initiatives. The ideal candidate is highly organized, proactive, detail-oriented, and capable of managing multiple priorities in a fast-paced environment.

Key Responsibilities

Executive Support

• Manage complex calendars, appointments, and travel arrangements for executives.
• Coordinate and prepare meeting agendas, presentations, reports, and other business documents.
• Screen and prioritize incoming calls, emails, and correspondence.
• Act as a liaison between executives, employees, clients, and external stakeholders.
• Maintain executive schedules and ensure timely follow-up on critical tasks and deadlines.

Administrative Operations

• Organize meetings, conferences, and special events, including logistics and catering arrangements.
• Prepare expense reports, process invoices, and monitor departmental budgets as assigned.
• Coordinate domestic and international travel, including flights, accommodations, itineraries, and transportation.
• Maintain electronic and physical filing systems while ensuring document accuracy and confidentiality.
• Support office operations and assist with administrative projects as needed.

Communication & Relationship Management

• Draft, proofread, and edit correspondence, presentations, reports, and meeting materials.
• Facilitate communication between departments and leadership teams.
• Welcome and assist visitors, clients, and business partners professionally.
• Handle sensitive and confidential information with discretion and professionalism.

Project Coordination

• Track project milestones, deliverables, and action items.
• Assist with planning and execution of company initiatives and executive priorities.
• Conduct research, gather data, and prepare reports to support decision-making.
• Coordinate cross-functional activities and ensure timely completion of assigned projects.

Experience supporting multiple executives and managing complex calendars. Knowledge of expense management and travel booking systems. Experience with project management platforms such as Asana, Monday.com, or Microsoft Planner. Experience in a corporate, healthcare, nonprofit, legal, or professional services environment.