Executive Assistant

Overview

• Serve as a key member of the administrative support team, ensuring organizational efficiency and purpose.
• Provide executive-level assistance to the CEO, including calendar management and meeting preparation.
• Support board-related activities, including logistics, material preparation, and meeting execution.
• Coordinate domestic and international travel arrangements, including flights, accommodations, and transportation.
• Assist in event planning and execution, including tradeshows, conferences, and international missions.
• Draft and edit correspondence, presentations, and other professional documents.
• Ensure smooth daily office operations and coordination within the office environment.
• Utilize AI tools for meeting support, including transcription and note-taking.

Key Responsibilities & Duties

• Manage the CEO's calendar, scheduling appointments, meetings, and conference calls.
• Prepare pre-read materials and ensure readiness for stakeholder meetings.
• Coordinate logistics for board meetings, including material preparation and minute-taking.
• Support office management tasks to ensure efficient operations.
• Assist in planning and executing events, including contract negotiations and vendor liaison.
• Handle expense reconciliation for corporate credit cards and out-of-pocket expenses.
• Coordinate international travel, including documentation and logistics.
• Collaborate with team members on projects and initiatives as needed.

Job Requirements

• Minimum of 5 years of experience in administrative or executive assistant roles.
• Proven expertise in complex calendar management and scheduling.
• Experience in event planning and coordination, including logistics and vendor management.
• Strong organizational skills and meticulous attention to detail.
• Proficiency in Microsoft Office Suite and Adobe Acrobat.
• Ability to handle confidential information with discretion and professionalism.
• Excellent written and verbal communication skills.
• Preferred experience in supporting boards and managing international travel logistics.