Job Description

We are seeking a highly organized and proactive Executive Assistant to provide comprehensive support to several members of our executive leadership team and oversee the daily operations of our administrative office. This individual will be a trusted partner to senior leaders, ensuring seamless scheduling, communication, and follow-through, while also fostering a professional, efficient, and welcoming office environment. The ideal candidate thrives in a fast-paced environment, can balance multiple priorities, and demonstrates strong judgment, discretion, and attention to detail.

Key Responsibilities

• Provide high-level administrative support to multiple executives, including calendar management, scheduling meetings, preparing agendas, and coordinating travel.
• Coordinate regular meetings routines with both internal and external stakeholders.
• Assist with expense reports, invoice coding and process, and other expense management tasks
• Track and follow up on action items to ensure commitments are met.
• Maintain confidentiality and handle sensitive information with discretion.
• Serve as the primary point of contact for office operations, including vendor management, supplies, and facilities.
• Coordinate office logistics (meetings, visitor management, IT support coordination, mail, deliveries).
• Ensure the office is well-organized, professional, and equipped to support productivity.
• Organize team meetings, events, and celebrations as needed
• Coordinate and execute special projects as needed.

Qualifications

• 5+ years of experience as an Executive Assistant, Office Manager, or similar administrative role; experience supporting multiple executives strongly preferred.
• Strong organizational skills with the ability to prioritize competing demands and anticipate needs.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite; experience with expense management and collaboration tools (Zoom, Concur, etc.) a plus.
• Professional presence, discretion, and interpersonal skills to build trust with executives and team members.
• Ability to work independently while exercising sound judgment.

Key Competencies

• Proactive mindset: Anticipates needs before they arise.
• Detail orientation: Ensures accuracy and polish in all deliverables.
• Flexibility: Adapts to shifting priorities in a fast-paced environment.
• Team orientation: Supports not only executives but also helps keep the office running smoothly.
• Problem-solving: Resourceful in finding solutions and resolving issues.

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