Executive Administrative Assistant

Summary:

The Executive Assistant provides high-level, proactive support to a Senior Executive Vice President and serves as a trusted executive partner in managing time, priorities, communications, relationships, and critical business deliverables. This role goes beyond traditional administrative support by anticipating executive needs, exercising sound judgment, navigating competing priorities, and coordinating effectively across the organization.

The Executive Assistant operates with a high degree of discretion, professionalism, and executive presence, helping the Senior SVP maximize effectiveness and maintain focus on strategic priorities. The role requires the ability to operate independently in a fast-paced, highly visible environment while building strong relationships with senior leaders, cross-functional partners, and internal and external stakeholders.

Duties and Responsibilities:

Executive Calendar & Strategic Time Management

- Manage a complex, dynamic executive calendar across internal and external stakeholders, balancing strategic priorities, business commitments, and urgent requests.
- Apply sound judgment when prioritizing requests for the Senior SVP's time and proactively resolve scheduling conflicts.
- Anticipate upcoming needs, dependencies, and potential conflicts to ensure the executive is prepared and positioned for success.
- Protect executive focus time while ensuring critical business priorities receive appropriate attention.

Executive Communications & Stakeholder Management

- Serve as a professional and trusted point of contact for the Senior SVP, interacting confidently with senior leaders, executives, Board-related stakeholders, external partners, and other high-visibility contacts.
- Screen, triage, and prioritize communications, escalating matters appropriately and ensuring timely follow-up.
- Draft and coordinate polished executive communications, correspondence, announcements, and other materials.
- Build and maintain strong working relationships across the enterprise while representing the Senior SVP with professionalism and discretion.

Travel, Logistics & Executive Readiness

- Coordinate domestic and international travel, detailed itineraries, transportation, accommodations, expense reporting, and related logistics.
- Prepare the Senior SVP for meetings, events, presentations, and other engagements by ensuring agendas, materials, background information, and logistics are complete and readily accessible.
- Proactively identify and resolve logistical issues before they impact the executive or business priorities.

Executive Materials & Communications

- Draft, format, edit, and proofread executive-level presentations, talking points, briefing documents, reports, memos, meeting materials, and other communications.
- Coordinate with internal partners to gather, organize, and synthesize information required for executive meetings and presentations.
- Ensure materials are accurate, concise, appropriately tailored to the audience, and executive-ready.

Leadership Meetings, Presentations & Events

- Plan and coordinate high-visibility leadership meetings, executive presentations, off-sites, town halls, conferences, and other strategic events.
- Manage agendas, meeting logistics, presentations, materials, participant coordination, and follow-up.
- Track decisions, action items, commitments, and next steps to support accountability and timely execution.
- Partner with cross-functional teams to ensure seamless execution of executive engagements.

Information, Approvals & Business Coordination

- Maintain confidential executive files, records, correspondence, and business information.
- Coordinate and track approvals, invoices, expenses, travel, and other executive-related business processes.
- Compile information from multiple sources and provide organized, concise summaries to support executive decision-making and follow-through.
- Monitor deadlines and deliverables and proactively communicate status, risks, and required actions.

Executive Judgment & Prioritization

- Serve as a trusted thought partner to the Senior SVP by anticipating needs, identifying dependencies, and helping navigate competing priorities.
- Assess urgency and importance of incoming requests and determine appropriate next steps, escalation, or delegation.
- Identify potential issues early and proactively recommend practical solutions.
- Adapt quickly as priorities shift while maintaining focus on the executive's most critical objectives.

Executive Office Operations & Operating Rhythm

- Support the effective day-to-day operation of the Senior SVP's organization and leadership cadence.
- Help establish and maintain operating rhythms, recurring leadership meetings, business reviews, communications, and other organizational processes.
- Track key commitments, initiatives, and deliverables to help ensure timely execution.
- Coordinate across functions to support enterprise priorities and organizational initiatives.

Leadership & Organizational Support

- Support onboarding and integration of new executives, leadership team members, and key stakeholders as needed.
- Facilitate effective communication and coordination among members of the leadership team and broader organization.
- Serve as a cultural ambassador, modeling professionalism, inclusivity, collaboration, adaptability, and respect.
- Represent the Senior SVP and the organization with a high degree of professionalism and confidentiality.

Additional Responsibilities:

- Support special projects and strategic initiatives as assigned.
- Perform other duties and responsibilities as required.

Skills and Competencies:

Hard Skills

- Advanced proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, Teams, Outlook, and related Microsoft 365 tools.
- Proficiency with Google Workspace and collaboration/productivity platforms such as SharePoint, OneNote, Miro, and other workflow tools.
- Experience with expense, procurement, and business management systems such as Concur, Ariba, or comparable platforms.
- Ability to develop polished, executive-ready presentations, briefing materials, reports, talking points, agendas, and communications.
- Strong calendar, travel, meeting, event, presentation, and executive logistics management capabilities.
- Experience coordinating complex meetings and high-visibility executive engagements involving multiple stakeholders.
- Comfortable using AI-enabled tools and emerging technologies to improve productivity, including drafting, summarization, meeting preparation, information organization, and follow-up.
- Strong attention to detail and demonstrated ability to maintain accuracy while managing multiple priorities and deadlines.

Soft Skills

- Exceptional organizational skills, time management, prioritization, and follow-through.
- Excellent written and verbal communication skills, with the ability to communicate effectively with audiences at all levels of the organization.
- Strong executive presence, professionalism, discretion, and emotional intelligence.
- Demonstrated ability to anticipate needs, connect information across functions, and proactively identify potential issues.
- Sound judgment and the ability to make appropriate decisions within established guidelines.
- Highly adaptable, resourceful, and comfortable operating in ambiguous, fast-paced, and high-visibility environments.
- Strong relationship-building and stakeholder management skills.
- Ability to work independently, take initiative, and effectively manage competing priorities with limited direction.
- Collaborative and solutions-oriented mindset with the ability to influence outcomes without direct authority.
- Demonstrated ability to maintain confidentiality and handle sensitive business and executive information appropriately.

Minimum Qualifications:

- Bachelor's degree or equivalent combination of education and professional experience.
- 5+ years of experience supporting senior executives, preferably at the VP, SVP, or C-suite level.
- Demonstrated experience operating in a fast-paced, complex corporate environment.
- Proven ability to manage highly complex calendars, executive priorities, meetings, travel, communications, and business deliverables.

Preferred Qualifications:

- 5+ years of experience supporting a Senior Vice President, Executive Vice President, or C-suite executive.
- Experience supporting executives in a large, complex, publicly traded, or highly matrixed organization.
- Experience supporting enterprise-wide initiatives, executive leadership teams, strategic meetings, or organizational programs.
- Experience with executive communications, presentation development, project coordination, event orchestration, or leadership meeting management.
- Demonstrated experience using technology and AI-enabled tools to improve executive productivity and business processes.
- Experience working across multiple functions and with senior stakeholders in a highly visible organization.

Communication Requirements:

- Writing, speaking, and hearing, including frequent communication by phone, video conference, email, andin-person interaction (Continually = 67–100% of workday).

Work Environment:

- Office/Remote/Home Office (Continually = 67–100% of workday).
- Work may occasionally require flexibility outside standard business hours to support executive priorities, business needs, or time-sensitive matters.

Travel:

- Some domestic travel may be required, generally less than 10%.