Executive Assistant

!!THIS ROLE IS ONSITE!!

Job Description

Job Summary

As a trusted partner to business unit president, you’ll act as a gatekeeper, thought partner, and problem-solver—handling complex and confidential matters with discretion and sound judgment. The ideal candidate is proactive, highly organized, and comfortable working in a dynamic, fast-paced environment with minimal oversight. This role plays a critical role in driving leadership operating rhythm, aligning cross-functional needs, and ensuring effective execution of strategic engagements. The EA will act as a force multiplier for the President, enhancing efficiency, communication, and impact across the business unit

Primary Duties & Responsibilities

• Manage and optimize the leader’s dynamic calendar—balancing competing priorities, resolving scheduling conflicts, and protecting time for thought work.
• Manage and prioritize inbound requests from the team or external partners
• Organize annual calendar to ensure key meetings are known and accounted for
• Coordinate and arrange meetings, prepare agendas, reserve and prepare facilities and compile meeting notes as required
• Manage travel schedules, reservations and expense reports for leadership team (domestic and international travel)
• Manage PO’s as needed to support business unit activities. Liase with finance department for budget process assistance and oversight
• Collect and compile statistical reporting for KPI’s
• Timekeeping support for attendance and vacation
• Event planning for both internal and external meetings
• Track progress on selected initiatives, identify roadblocks, and ensure timely execution

Operational Efficiency

• Optimize executive workflows by triaging issues, understanding priorities, and streamlining communications.
• Consolidate executive reports, board materials, and business reviews.
• Coordinate and lead internal operating rhythms such as leadership meetings, off-sites, and town halls.
• Support the hiring and onboarding process for new team members within the organization, ensuring a smooth and well-equipped start.

Cross-Functional Connection

• Serve as a liaison between the President and functional leaders (Marketing, Sales, R&D, Supply Chain, Finance, HR).
• Track and help drive progress on key initiatives, ensuring timely follow-ups, clear ownership, and aligned timelines.

Communications & Culture

• Draft internal communications and messaging on behalf of the President.
• Drive culture-building initiatives in partnership with HR and the leadership team.
• Facilitate Sales and Marketing communications and documentation through SharePoint management
• Act as a culture ambassador and valued member of the executive support team fostering a collaborative, high-performing, and inclusive environment. Partner closely with other Executive Assistants to share best practices, provide backup support, and uphold consistent standards across the organization.

Education and Experience Profile

• Bachelor’s Degree preferred and Associate Degree is required
• 10 years of experience as an Executive Assistant, with at least 5 years supporting C-level executives. Extensive experience managing executive-level calendars, including across time zones and with international travel.

Required Skills

• Impeccable attention to detail, strong planner, exceptional written and verbal communication skills. Comfortable operating in structured environment with clear direction and oversight
• Ability to anticipate needs, take initiative, and problem-solve independently. High energy. Can mobilize to complete complex tasks.
• Initiative in evaluating and improving processes, systems, and operational workflows.
• A strong internal network-building capability and the ability to quickly learn and navigate organizational structures. Controls schedule and wields influence.
• Some financial acumen and budget experience
• High degree of discretion dealing with confidential information
• Must be able to work independently in an executive office environment, juggling many priorities against tight deadlines
• Trusted advisor mentality with executive presence.
• Resilient - calm under pressure

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