Executive Assistant

We are looking for an organized and discreet Executive Assistant to support senior leadership. This role is central to keeping executive operations running smoothly by coordinating schedules, preparing key materials, and ensuring meetings and communications are handled with precision. The ideal candidate is comfortable managing confidential information, balancing multiple priorities, and providing strong administrative support across leadership and board-level activities.

Responsibilities:

• Coordinate executive calendars, manage correspondence, arrange travel logistics, and prepare presentations and other high-level administrative materials.

• Support senior leadership by organizing meetings, scheduling attendees, capturing detailed notes, and using digital tools to host, record, and archive meeting documentation.

• Provide administrative assistance to the Board of Directors, including planning meeting logistics, organizing catering, distributing reports and board packets, recording minutes, and processing quarterly reimbursement requests.

• Maintain corporate records, governance documents, and recurring reports while ensuring required annual filings are completed accurately and on time.

• Assist with strategic planning materials, leadership initiatives, and special projects led by the executive team.

• Compile monthly reports and deliver day-to-day administrative support for multiple departments.

• Serve as a key administrator for internal technology platforms used for board management, intranet content, shipping coordination, and scheduling.

• Handle highly sensitive information with sound judgment, professionalism, and a strong commitment to confidentiality.

• Minimum of 2 years of experience in an executive assistant or comparable administrative support role.
• Demonstrated ability to manage complex calendars and coordinate executive-level meetings efficiently.
• Experience arranging business travel and handling related logistics with strong attention to detail.
• Strong written and verbal communication skills, including the ability to prepare clear correspondence and meeting documentation.
• Proven ability to work with confidential information while exercising discretion and sound judgment.
• Proficiency with office productivity tools and the ability to learn and manage multiple technology platforms.
• Highly organized approach to prioritizing tasks, maintaining records, and meeting deadlines in a fast-paced environment.