What you get to do in this role:We are seeking an experienced and highly-organized Executive Assistant who excels at managing high-volume, complex schedules and travel arrangements for multiple senior leaders. You’ll be the trusted partner for senior leadership, anticipating needs and proactively managing logistics for both domestic and international travel, meetings, and projects. In this role, you will manage up by understanding the priorities of executives, handling competing demands, and ensuring smooth operations in a fast-paced, dynamic environment.As an integral member of the team, you will be responsible for both tactical and strategic tasks, including managing multiple calendars, coordinating high-stakes meetings, and supporting both executives and teams in achieving company objectives.Responsibilities:Calendar and Meeting Management:Proactively manage and prioritize the executives’ calendars, balancing multiple competing requests across time zones.Coordinate internal and external meetings, including staff meetings, agency briefings, interviews, virtual meetings (Zoom), off-site events, and one-on-one appointments.Assist with food orders, meeting logistics, agenda creation, and note-taking to ensure productive and efficient meetings.Resolve calendar conflicts and offer proactive solutions to ensure smooth scheduling.Ensure that meeting agendas are clear and aligned with the goals of the meeting, working closely with the executives to confirm expectations and priorities.Travel Management:Handle all aspects of domestic and international travel arrangements, including flights, accommodations, ground transportation, and any other special travel needs.Anticipate potential travel disruptions and proactively resolve issues to ensure seamless travel experiences for executives.Manage complex itineraries across multiple time zones, ensuring all logistics and deadlines are met.Expense Management:Manage expense reporting for executives, ensuring timely submission of receipts, reconciling corporate cards, and handling reimbursements efficiently.Communication and Stakeholder Management:Serve as a communication bridge between executives and internal/external stakeholders, conveying critical information clearly and professionally.Ensure that executives are informed of key developments, upcoming meetings, and deadlines in a timely manner.Proactive Management:Anticipate the needs of executives, working in advance to prepare for meetings, travel, and initiatives.Assist executives in managing and prioritizing their time by understanding broader team objectives, so that you can direct requests and activities effectively.Project Management and Cross-Team Coordination:Support ad-hoc project work for senior leadership teams, driving initiatives, scheduling meetings, and ensuring progress against project timelines.Anticipate project needs, streamline processes, and provide follow-up as necessary to keep projects on track.Onboarding and Vendor/Agency Support:Provide onboarding support for new hires, including scheduling onboarding meetings, preparing workspaces, and ensuring new employees have the tools and access they need to succeed.Oversee onboarding for new vendors and agencies, ensuring they have the appropriate documents, access, and resources to engage with the company.
