Executive & Administrative Support
- Provide proactive day-to-day administrative support to the Executive Assistant (EA) to the CEO, ensuring smooth execution of executive priorities and office operations.
- Assist with complex calendar management, including scheduling internal and external meetings, resolving conflicts, prioritizing requests, and coordinating across multiple time zones.
- Coordinate meeting logistics from planning through follow-up, including conference room reservations, virtual meeting setup, agenda preparation, distribution of materials, catering arrangements, attendee coordination, and action-item tracking.
- Prepare, edit, proofread, and format professional presentations, reports, correspondence, spreadsheets, and other business documents using Microsoft PowerPoint, Word, Excel, and related tools.
- Maintain organized records, files, and documentation to support executive activities and departmental initiatives.
- Monitor incoming requests and communications, helping prioritize tasks and ensuring timely responses.
- Serve as a reliable backup point of contact for executive support functions when the Executive Assistant is unavailable, maintaining continuity of service and communication.
Meetings & Communications
- Support the planning and execution of company-wide All Employee Meetings, leadership meetings, board-related activities, and other special events as needed.
- Coordinate meeting logistics, technology requirements, presentation materials, attendee communications, and live meeting support.
- Take detailed meeting notes, prepare summaries, document key decisions, and track action items to ensure accountability and follow-through.
- Assist with drafting, editing, and distributing internal communications, announcements, executive updates, and employee-facing materials.
- Collaborate with cross-functional teams to gather information and ensure accurate and timely communication across the organization.
- Maintain confidentiality when handling sensitive executive, employee, and business information.
Travel & Expense Management
- Assist with the coordination and execution of domestic and international travel arrangements, including flights, hotels, ground transportation, visas, itineraries, and travel documentation.
- Develop detailed travel itineraries and provide real-time support for schedule changes, travel disruptions, and last-minute adjustments.
- Coordinate travel logistics for executive meetings, conferences, customer visits, and company events.
- Prepare and process expense reports, ensuring accuracy, compliance with company policies, and timely submission.
- Track travel-related expenses, maintain supporting documentation, and assist with reconciliation and reporting as required.
Additional Responsibilities
- Support special projects, executive initiatives, and strategic administrative tasks as assigned.
- Partner with internal stakeholders and external vendors to ensure seamless coordination of executive and organizational activities.
- Identify opportunities to improve administrative processes, enhance efficiency, and streamline workflows.
- Demonstrate professionalism, discretion, strong attention to detail, and exceptional organizational skills while managing multiple priorities in a fast-paced environment.
Pay: $50,000.00 - $80,000.00 per year
Work Location: In person
