Executive Assistant

Overview

• Provide comprehensive administrative support to executives, ensuring smooth operations and effective communication within a dynamic organization.
• Coordinate schedules, meetings, and travel arrangements while maintaining strict confidentiality and attention to detail.
• Assist in managing and organizing legal and HR documentation to ensure compliance and accessibility.
• Collaborate with internal teams to facilitate project coordination and track deliverables effectively.
• Support contract management processes and maintain databases for organizational partnerships.
• Prepare presentations, compile data, and conduct research to aid executive decision-making.
• Contribute to office management tasks, including event planning and reception coverage.
• Uphold organizational values and foster a collaborative and professional team environment.

Key Responsibilities & Duties

• Manage executive calendars, schedule meetings, and prepare necessary documents for leadership.
• Coordinate travel arrangements, including flights, accommodations, and transportation logistics.
• Organize and oversee department meetings, offsite activities, and group events.
• Maintain HR and legal documentation with proper electronic file management practices.
• Support lobbying timesheet collection and manage legal disclosure filings accurately.
• Assist with contract management system operations and respond to staff inquiries promptly.
• Prepare expense reports and facilitate invoice and contract approvals efficiently.
• Handle sensitive information with discretion and maintain confidentiality at all times.

Job Requirements

• Bachelor’s degree required, preferably in a related field.
• 5-7 years of executive-level administrative support experience in government, law, or nonprofit sectors.
• Proficiency in MS Office applications; Salesforce experience preferred.
• Strong organizational and detail-oriented skills with the ability to manage multiple tasks effectively.
• Experience in project management and familiarity with lobbying reporting processes.
• Excellent written and verbal communication skills to interact professionally with stakeholders.
• Ability to handle confidential information with professionalism and discretion.
• Flexibility to work overtime to meet deadlines and complete urgent projects as needed.