Executive Assistant

Overview

• Provide high-level administrative support to executive leadership, ensuring seamless operations and effective communication across the organization.
• Coordinate complex schedules, including calendar management, meeting arrangements, and travel itineraries for executive staff.
• Prepare and edit professional documents, presentations, and correspondence for internal and external stakeholders.
• Assist in planning and executing organizational events, conferences, and international missions with precision and attention to detail.
• Support Board-related activities, including preparing materials, managing logistics, and ensuring smooth operations.
• Utilize advanced tools for meeting support, transcription, and note-taking to enhance efficiency.
• Contribute to office management by maintaining daily operations and fostering a collaborative work environment.
• Ensure confidentiality and discretion when handling sensitive organizational information.

Key Responsibilities & Duties

• Manage executive calendars, schedule appointments, and coordinate meetings to optimize time management.
• Prepare pre-read materials and ensure executives are equipped with necessary information for engagements.
• Coordinate logistics for Board of Directors meetings, including venue arrangements and material preparation.
• Assist in planning and executing high-profile events, conferences, and missions, ensuring flawless execution.
• Handle expense reconciliation for corporate credit cards and out-of-pocket expenditures.
• Negotiate contracts with vendors and oversee event-related logistics to ensure cost-effectiveness.
• Collaborate with senior management on various administrative and project-based tasks.
• Maintain discretion and confidentiality in all aspects of executive support.

Job Requirements

• Minimum 5 years of experience in executive or administrative support roles; 7 years preferred.
• Proficiency in Microsoft Office Suite, Adobe Acrobat, and advanced administrative tools.
• Strong organizational skills and meticulous attention to detail in all tasks.
• Experience in event planning, coordination, and vendor management.
• Ability to manage complex schedules and anticipate executive needs effectively.
• Excellent communication and interpersonal skills for engaging with diverse stakeholders.
• Knowledge of administrative procedures and project management principles.
• Valid U.S. driver’s license and reliable transportation for on-site work.