Executive Assistant

POSITION SUMMARY

The Executive Coordinator provides administrative, scheduling, travel, and event-planning support primarily to the President and COO, while also assisting other members of the senior leadership team as needed. The ideal candidate is highly organized, proactive, detail-oriented, and comfortable managing multiple priorities in a fast-paced environment. A strong background in corporate events, meeting planning, and group travel coordination is essential.

KEY RESPONSIBILITIES

Executive Support and Calendar Management

- Manage complex executive calendars, including internal and external meetings across multiple schedules and time zones.
- Coordinate meeting requests, resolve scheduling conflicts, and ensure time is aligned with executive priorities.
- Anticipate scheduling needs and communicate changes clearly to attendees and stakeholders.
- Coordinate recurring leadership, divisional, and company meetings.
- Maintain discretion when handling confidential or sensitive information.

Travel Coordination

- Book and manage executive travel, including flights, hotels, ground transportation, and detailed itineraries.
- Coordinate group travel and accommodations for quarterly team events, leadership meetings, and company offsites.
- Monitor travel plans and respond to last-minute changes, cancellations, and other disruptions.

Event and Meeting Planning

- Lead the planning and execution of quarterly team events, leadership meetings, retreats, company offsites, and onsite events.
- Coordinate venues, room blocks, catering, audiovisual needs, transportation, meeting spaces, and other event logistics.
- Develop event schedules, run-of-show documents, attendee communications, and supporting materials.
- Partner with internal teams and external vendors to ensure events are delivered successfully.
- Provide onsite support and troubleshoot issues during meetings and events.

Meeting and Presentation Support

- Coordinate agendas, presentations, and supporting materials for leadership and divisional meetings.
- Collect and organize slide content from presenters and send deadlines and reminders.
- Ensure meeting materials are complete, accurate, and distributed on time.
- Support follow-up communication and track action items when needed.

Expense and Administrative Coordination

- Prepare and submit executive expense reports through Ramp, ensuring expenses are accurate, documented, and submitted on time.
- Track receipts and follow up on missing documentation or required approvals.
- Maintain organized files, records, contact information, and other administrative resources.
- Support special and ad hoc projects as needed.

Cross-Functional Coordination

- Serve as a liaison between executives, internal teams, external partners, and vendors.
- Coordinate across departments to keep projects, meetings, and events moving forward.
- Identify potential scheduling or logistical issues early and recommend solutions.
- Build strong working relationships throughout the organization.

Requirements

- Previous experience in executive support, executive coordination, corporate events, hospitality, meeting planning, or a related field.

- Demonstrated experience planning professional events, meetings, offsites, or group travel.
- Strong calendar-management and travel-booking experience.
- Excellent organizational skills and attention to detail.
- Ability to manage multiple deadlines and shifting priorities with minimal supervision.
- Strong written and verbal communication skills.
- Sound judgment and the ability to handle confidential information appropriately.
- Strong problem-solving skills and a proactive, service-oriented approach.
- Proficiency with Microsoft Outlook, PowerPoint, Excel, Teams, and other business technology.
- Experience with Ramp or a similar expense-management platform is preferred.
- Ability to travel and provide onsite event support as needed.

Benefits

We offer a full benefits package that includes medical, dental, vision, STD/LTD, life and voluntary life, 401k with employer matching, paid holidays, and up to 20 days PTO in the first three years.

Application Deadline: We anticipate reviewing applications through November 28th, 2026.

Compensation: $75,000 - $100,000