We are seeking a talented and highly motivated Executive Assistant who is a proven calendar ninja and travel expert. This EA will be aligned, and provide administrative support, to a senior executive with a strong industry presence and reputation. The candidate for this role must be based in the East Coast time zone (relocation not provided).

 

What You’ll Do:

  • Proactively and strategically prioritize executive’s time and commitments – always thinking one step ahead.  Making decisions for today that are based on the timeline of future events.
  • Own and manage an extremely dynamic executive calendar (via Outlook) often requiring “magic” and meeting management responsibilities. This includes worldwide travel planning and scheduling, as well as expense reconciliation, in a company experiencing rapid growth.  Executive scheduling requires booking and rebooking, and scheduling and re-scheduling meetings and travel to align with a fluid workload. Must have patience and extreme attention to detail – no rock left unturned!
  • Research and prepare the executive for internal and external client facing meetings – pulling background information and briefing materials for each engagement and scheduling prep calls when needed.
  • International travel planning and management required.  Must have prior experience and significant level of comfort in coordinating international travel from start to finish with all details considered and taken care of (flights, hotel, ground transportation, international covid requirements, visas etc).
  • Manage multiple projects simultaneously, including but not limited to: preparation for quarterly business reviews, Town Hall meetings, department off-sites, corporate and industry events, team building activities, etc.
  • Able to stand proxy for the executive during external planning and logistics calls or other meetings requiring executive commitment.
  • Establishes high-level contacts of a sensitive nature inside and outside the company and maintains those relationships.
  • Offsite meeting planning and execution, including hotel and meeting space procurement, contract negotiation, vendor management, room block management, team building activities, travel and ground transportation logistics, catering, etc. all within an allocated budget.
  • Travel may be required, approximately once per quarter.
  • Engagement is required with other senior leaders of the organization, which may include C-level and external executives.
  • Work collaboratively with functional and cross-functional EAs to ensure executive alignment.

 

What You’ll Need:

  • BA/BS or equivalent educational background is preferred.
  • Minimum 5+ years of relevant professional experience in direct executive support.
  • Routine engagement experience at the SVP or C-Suite executive level is required.
  • Advanced MS Office and GSuite skills.

 

Knowledge & Skills:

  • Advanced knowledge of Outlook and extensive international travel planning experience with flawless attention to detail.
  • Exercises judgment within defined procedures and practices to determine appropriate action.
  • Influences within team and builds relationships outside of immediate area to accomplish objectives.
  • Ability to handle extremely sensitive matters and exercise sound judgment, discretion, and confidentiality at all times.
  • Ability to multitask with grace and composure and operate in a dynamic environment where the only constant is change.
  • Confidence in interfacing with executives and their staff, particularly in written and verbal communication.  Communications must be clear and concise across all levels of the organization, with maximum attention to detail.
  • Possesses professional expertise, applies company policies and procedures to resolve a variety of issues.
  • Assist with project management requiring finesse, flexibility, and patience.  Prioritize workflow and deliverables as objectives and business needs dictate.
  • Anticipate the needs of those around you and take action accordingly.
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