Executive Assistant (VP Support)

Executive Assistant (VP Support)

The Executive Assistant serves as a strategic partner to senior leadership, enabling effective decision‑making and execution by proactively managing priorities, information flow, and operational details. This role optimizes the time and effectiveness of executives through advanced administrative, coordination, and communication support, while exercising discretion and sound judgment in handling sensitive and complex matters. The Executive Assistant acts as a trusted first point of contact and plays an active role in supporting initiatives and projects aligned to executive and departmental goals. This position supports three Vice Presidents.

Traits / Attributes / Expectations

• Strong ability to understand executive goals, priorities, and associated work products

• Leverages understanding of executive objectives to anticipate needs and proactively address issues

• Demonstrates initiative and ownership in planning, problem‑solving, and follow‑through

• Consumer‑first orientation with a focus on service excellence

• Effective prioritization and reprioritization in a fast‑paced, dynamic environment

• Exercises sound judgment regarding when to resolve issues independently and when to escalate

• Consistently reliable with strong attention to detail and follow‑through

Duties / Responsibilities

This job description captures key responsibilities and is not intended to be an exhaustive list.

• Acts with a high degree of autonomy, exercising independent judgment on priorities, sensitive matters, and stakeholder communications

• Handles highly confidential and sensitive information with absolute discretion and professionalism

• Manages complex, multi‑leader calendars with competing priorities, ensuring alignment with strategic objectives

• Protects executive time by triaging requests, redirecting as appropriate, and aligning meetings to leadership priorities

• Prepares executives for meetings by developing agendas, briefing materials, decision context, and follow‑up documentation

• Ensures meeting effectiveness by documenting decisions, tracking action items, and monitoring completion

• Supports priority initiatives and projects by coordinating stakeholders, tracking milestones, and ensuring follow‑through

• Navigates complex organizational structures to advance work and resolve issues efficiently

• Prepares and edits executive‑level correspondence, reports, presentations, agendas, meeting notes and other materials to ensure clarity, accuracy, and alignment with executive intent

• Produces, updates, and provides best‑practice guidance on complex Microsoft Office documents and departmental systems, advising colleagues and contributing to process improvements

• Gathers, analyzes, and summarizes data to support reports, presentations, and executive decision‑making

• Coordinates logistics for meetings and events, including travel, accommodations, venues, and technology, to ensure seamless execution

• Supports adherence to organizational policies, procedures, and applicable regulations, escalating concerns as appropriate

• Manages inbound and outbound communications on behalf of executives, addressing inquiries or routing matters based on priority and complexity

• Initiates and maintains professional interactions with internal and external stakeholders on behalf of senior leaders

• Welcomes visitors and responds accurately and promptly to a wide range of questions and issues

• Engages in ongoing professional development to maintain awareness of relevant technology, regulations, and industry best practices

Education / Experience

• High school diploma required; associate’s or bachelor’s degree preferred

• Five or more years of experience providing executive or senior leadership support, including multi‑leader support preferred

• Corporate HR experience strongly preferred

• Excellent written and verbal communication skills

• Advanced proficiency in Microsoft Office and collaboration tools (e.g., Outlook, Teams, Word, Excel, PowerPoint)