Responsibilities:
- Calendar & Time Design: Orchestrate complex calendars with intention across multiple time zones—prioritizing impact, resolving conflicts, and helping leaders invest time where it matters most.
- Proactive Communication Management: Maintain exceptional response times for emails, messages, and requests, ensuring nothing falls through the cracks. Prioritize communications based on urgency and executive needs.
- Detail-Oriented Documentation: Create, maintain, and organize critical documents, presentations, and information with meticulous attention to detail, ensuring accuracy and accessibility.
- Follow-Through Excellence: Track all action items, commitments, and deadlines with a robust system that ensures timely completion and appropriate escalation when needed.
- Stakeholder Relationship Management: Build and maintain strong relationships with internal and external stakeholders, serving as the first point of contact and representing executives with professionalism.
- Travel & Logistics: Manage all travel (domestic and international) with precision, anticipating risks and designing itineraries that maximize efficiency and productivity.
- Expense & Budget Management: Oversee expenses and reports with accuracy and timeliness; identify opportunities to automate and streamline processes.
- AI-Enabled Operations: Continuously evaluate and integrate AI tools to improve workflows, analyze data, and enhance decision-making for executives and the team.
- Special Projects: Drive cross-functional projects that require discretion, collaboration, and a bias for execution.
- Information Confidentiality: Maintain absolute discretion with sensitive information, demonstrating impeccable judgment about what to share, when, and with whom.
- On-site Support: Provide consistent in-person presence to handle immediate needs, facilitate face-to-face interactions, and coordinate office events and catering arrangements with seamless execution.
- Team Coverage: Demonstrate flexibility to provide coverage for other Executive Assistants as needed during absences, busy periods, or special circumstances to ensure continuous support across the organization.
Skills:
To be successful in this role you have:
- 2-5+ years of administrative assistant experience
- Proactive, one step ahead work ethic, attitude and approach
- Multi-taking is not an issue for you, your able to juggle multiple calendars, teams and requests. And be flexible in response to changing priorities and needs
- Ability to drive schedules and agendas with deeper understanding of context
- Strong teamwork and interpersonal skills, with a desire to offer suggestions and improvements
- Superior communication skills with the ability to work across all levels, internally and with agencies
- Desire to grow and take on your own projects
- Positive and personable, can-do attitude
- Proficient in Zoom, Microsoft Office suites
- Experience handling confidential material
