Executive Assistant

This is a Full Time Job

The Executive Assistant function plays a critical role in enabling senior leadership to operate at the highest level. This role provides end-to-end executive support for an Executive Vice President and a Senior Vice President with global portfolios, ensuring seamless coordination across calendars, travel, communications, and priorities.

Acting as a trusted partner and gatekeeper, the Executive Assistant provides proactive oversight to ensure no responsibilities or details are overlooked: protecting executive time, maintaining rigor across SVP calendars, and enabling clear communication across internal teams and external partners. This role demands exceptional judgment, reliability, strong interpersonal skills and the ability to anticipate needs and prioritize appropriately in a fast-paced, high-expectation environment that values accountability, precision, trust, and a ‘WE’ mentality.

Who You’ll Work With
• An Executive Vice President and a Senior Vice President touching globally distributed teams and initiatives
• A high-performing, collaborative business division
• Interacting with cross-functional partners across Operations & Technology, Legal, Finance, HR, and Marketing
• External partners, vendors, and stakeholders across multiple regions and time zones

Responsibilities

Executive Partnership & Strategic Support
• Serve as a trusted partner to an EVP and SVP, enabling focus on strategic priorities through proactive planning, anticipation, and follow-through of meetings and requests
• Act as an extension of executive leadership, representing priorities with professionalism, discretion, and sound judgment
• Maintain strict confidentiality while managing sensitive information, communications, and materials

Calendar & Priority Management
• Own and manage complex, high-volume calendars across multiple time zones
• Proactively assess, prioritize, and sequence meetings based on business impact
• Anticipate conflicts, surface trade-offs, and pro-actively shift

Travel & Logistics
• Coordinate travel, including flights, accommodations, ground transportation, and itineraries
• Ensure executives are supported before, during, and after travel to maximize effectiveness

Operational Rigor & Administrative Excellence
• Process and reconcile expenses accurately and on time, ensuring compliance with policies
• Provide general office and administrative support as needed to ensure smooth day-to-day work
• Oversee PTO trackers to ensure accuracy with teams

Meetings, Events & Team Enablement
• Support planning and execution required events (on-sites, catered lunches, coffee orders, meet & greets, etc.)
• Coordinate logistics, order materials, and send communications
• Manage security passes for guests
• Manage shipping as needed

What Success Looks Like
• Nothing falls between the cracks: commitments are tracked, followed up, and closed
• Executives operate with clarity, focus, and confidence in their schedules and logistics
• Issues are anticipated and resolved proactively, not reactively
• Internal and external partners experience clear communication, professionalism, and responsiveness
• The EVP & SVP trust completely that priorities are managed with precision and care

The responsibilities associated with this position are not limited to the above description and may be modified at any time by the company.

Qualifications

Basic Requirements:
• 3 years of experience supporting SVP-level or equivalent senior executives, ideally in a global organization
• Proficient in Microsoft Office – Word, Excel, PowerPoint, etc.
• Outstanding attention to detail and consistently reliable follow-through
• Exceptional organizational skills with proven ability to prioritize competing requests, manage busy schedules, and multitask in a fast-moving environment
• Ability to maintain a high level of confidentiality

Desired Characteristics
• Excellent interpersonal skills with the ability to work effectively across all levels of the organization
• Willingness to work early mornings or evenings, and if necessary be flexible with hours
• Self-starter with ability to follow through without supervision
• Excellent verbal and written communication skills with all levels both internal and external

Hybrid: This position currently has a hybrid schedule, which requires contributing from the office a minimum of four days per week. The Company reserves the right to change in-office requirements at any time.