We are looking for a detail-oriented Junior Executive Assistant to provide dependable administrative support to senior leadership and the board. This is a contract position suited for someone who can keep schedules organized, prepare meetings thoroughly, and manage follow-up tasks with professionalism and discretion. The role combines executive coordination, board support, meeting administration, and communication assistance in a fast-paced environment where accuracy and responsiveness are essential.
Responsibilities:
- Manage calendars for senior leaders, arrange meetings, and keep scheduling priorities aligned using Microsoft 365 tools.
- Act as a central point of coordination between executives, board members, leadership teams, and other stakeholders to support smooth communication.
- Prepare agendas, send meeting notices, organize virtual or onsite logistics, and document clear meeting minutes with actionable follow-up items.
- Track open tasks, decisions, and next steps from leadership and board meetings to help ensure timely completion.
- Support board and advisory committee activities by assembling presentation materials, distributing documents in advance, and coordinating meeting logistics.
- Arrange reservations and travel-related plans for leadership or board activities as needed.
- Assist with administrative processing such as routing bills or approvals to the appropriate leaders.
- Help maintain collaboration and communication resources, including SharePoint-based content, in partnership with leadership team members.
- Provide note-taking and organizational support during executive, leadership, and board sessions, including recurring strategic meetings.
- Contribute administrative assistance to HR-related processes and other operational support needs as assigned.
- 5+ years of experience in executive assistant, administrative support, or a closely related role.
- Demonstrated ability to manage complex calendars, meeting coordination, and executive-level scheduling with accuracy.
- Experience supporting senior leadership, board members, or other high-level stakeholders in a detail-focused environment.
- Proficiency with Microsoft Office applications, including Outlook, Teams, and Excel; experience with SharePoint is required.
- Strong written communication skills with the ability to prepare agendas, meeting notes, and organized follow-up documentation.
- Ability to coordinate travel arrangements, reservations, and event logistics efficiently.
- Strong organizational skills, attention to detail, and the ability to handle multiple priorities in a part-time contract setting.
- Experience using Excel features such as Pivot Tables is preferred.