Executive Assistant

About the role

We are seeking a highly organized and proactive Executive Assistant to provide high‑level administrative and coordination support to the CEO and senior leaders. The role involves managing complex calendars, coordinating meetings and travel, preparing executive materials, and tracking priorities through completion.

Key responsibilities

• Manage complex executive calendars, recurring meetings, priorities, and scheduling conflicts across time zones.
• Prepare agendas, pre‑reads, meeting materials, and weekly executive priority lists.
• Take or review meeting notes; document decisions, owners, deadlines, and follow‑up items.
• Coordinate executive site and community visits, leadership meeting agendas, and travel itineraries while maintaining travel preferences.
• Track executive commitments, major initiatives, and time‑sensitive priorities, following up with leaders and escalating overdue matters.
• Draft, format, and proofread executive communications such as emails, announcements, thank‑you notes, and condolence messages.
• Create concise executive summaries, dashboards, and status updates for leadership review.
• Maintain confidential executive files, correspondence, organizational charts, and contact lists with clear naming conventions.
• Route contracts and other documents for leadership review and signature while preserving confidentiality.

Required profile

• Three or more years of experience supporting executives or senior leaders in a fast‑paced environment.
• Strong calendar, meeting, travel, document‑management, and written communication experience.
• Advanced proficiency with Microsoft 365 or Google Workspace; experience with SharePoint, Teams, Zoom, and project‑tracking tools is preferred.
• Demonstrated discretion handling confidential, legal, personnel, or business information.
• Excellent written and spoken English with strong attention to detail and professional judgment.

Required skills

• Microsoft 365
• Google Workspace
• SharePoint
• Microsoft Teams
• Zoom