Executive Assistant

Role Purpose

The Executive Assistant provides high-level administrative and operational support to the President & CEO and executive leadership team. This role is responsible for managing schedules, coordinating meetings and travel, handling confidential information, supporting communication efforts, and ensuring efficient day-to-day executive operations. The Executive Assistant serves as a trusted partner who helps maximize executive productivity, organization, and effectiveness across the organization.

Scope

The Executive Assistant works closely with executive leadership, internal departments, external partners, vendors, and clients. This position requires exceptional organizational skills, professionalism, discretion, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. The role supports strategic initiatives, administrative processes, and cross-functional coordination to ensure seamless operations.

Key Responsibilities

· Manage and maintain executive calendars, schedules, appointments, and meetings.

· Coordinate travel arrangements, including flights, accommodations, transportation, and itineraries.

· Prepare reports, presentations, meeting agendas, correspondence, and other business documents.

· Screen and prioritize communications, including emails, phone calls, and meeting requests.

· Organize and coordinate internal and external meetings, conferences, and company events.

· Maintain confidential records and sensitive information with professionalism and discretion.

· Assist with project coordination and follow-up on executive priorities and action items.

· Support communication between executives and internal/external stakeholders.

· Monitor deadlines and ensure timely completion of assigned tasks and deliverables.

· Handle expense reports, invoices, purchase requests, and administrative documentation.

· Develop and maintain filing systems, records management, and office organization processes.

· Support onboarding coordination, executive presentations, and special projects as assigned.

· Identify opportunities to improve administrative workflows and operational efficiency.

· Provide general administrative support to leadership and corporate initiatives as needed.

Success Metrics

· Executive schedules and priorities are managed accurately and efficiently.

· Meetings, travel, and events are coordinated with minimal disruption or errors.

· Confidential information is handled appropriately and securely.

· Administrative processes and communications are completed in a timely manner.

· Executive leadership receives proactive support and timely follow-up on action items.

· Internal and external stakeholders experience professional and responsive communication.

· Organizational systems and documentation remain accurate and well-maintained.

· Special projects and assignments are completed successfully within deadlines.

AFFIRMATIVE ACTION | EEO STATEMENT

It is the policy of EAM Worldwide (Eastern Aero Matine Inc.) to provide equal opportunities without regard to race, color, religion, sex, National origin, age, disability, marital status, sexual orientation, genetic information. Or any other protected characteristic under applicable law.