Executive Assistant

Position Summary

This role serves as a trusted partner to the company President, anticipating needs and providing seamless support for complex schedules, communications, and departmental priorities. The Executive Assistant ensures smooth daily operations by coordinating high-level meetings, preparing and managing confidential documents, and serving as a central point of communication between the President and the broader leadership team. This position requires professionalism, discretion, and a proactive approach to supporting leaders in a dynamic, fast-paced environment. The ideal candidate will have demonstrated experience supporting C-suite executives or senior executive leadership and will possess outstanding communication, relationship-building, and problem-solving skills with a proactive, service-oriented approach.

Key Job Responsibilities

• Serves as primary assistant to President. Anticipates needs related to schedules and activities and provides administrative and or clerical support to fulfill perceived needs.
• Manages executive calendar, ensuring priorities are properly aligned and the President remains on schedule amid changing business needs.
• Coordinate global travel arrangements, including itineraries and reservations; prepare and submit expense reports promptly.
• Communicates, follows up and acts as a liaison with department leadership regarding project and report data due to President. Ensures agenda, power point and documents for discussion are distributed in advance to meeting attendees. Prepares and distributes minutes of meetings.
• Screens telephone calls, visitors and appointments. Provides information or refers appropriately. Opens, reads and screens mail addressed to supervisor. Responds to routine correspondence as instructed. Responds to email as instructed.
• Schedules calendar commitments for President, including meetings, conferences and travel logistics.
  
  

Desired Skills & Qualifications

• E xpert proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Advanced calendar management skills, including scheduling across multiple time zones.
• Exceptional written and verbal communication, with strong attention to detail.
• Proven ability to handle confidential information with discretion and professionalism.
• Strong organizational and time-management abilities, with the capacity to balance multiple priorities.
• Experience coordinating complex travel arrangements and itineraries.
• Ability to work independently, exercising sound judgment in a fast-paced, deadline-driven environment.
• Experience planning and executing meetings, events, and presentations.
• Proficiency with expense reporting systems and purchase order processes.
• Ability to build and maintain strong relationships across all levels of the organization.
• Willingness to support occasional off-hours needs based on business demands.
  
  

Education And Experience Requirements

• Minimum five years of administrative or executive support experience preferred.
• Demonstrated integrity, discretion, and judgment in previous roles.
  
  

All the above duties and responsibilities are essential job functions for which reasonable accommodation will be made. All job requirements listed indicate the minimum level of knowledge, skills, and/or ability deemed necessary to perform the job proficiently. This job description is not to be construed as an exhaustive statement of duties and responsibilities or requirements. Employees may be required to perform other job-related duties as requested by their supervisor. This document does not create an employment contract, implied or otherwise, other than an "at will" relationship.

Please Note: To 3rd Party Search Firms/Employment Agencies: Please do not call or email any TARGAN employee about current or future job openings. All resumes submitted by search firms or employment agencies to any employee at TARGAN via email, telephone, social media, or other means will be deemed to be the sole property of TARGAN unless the firm submitting the resume has previously entered into a written agreement with TARGAN regarding recruitment services and has been approved by Human Resources to work on an open position. TARGAN will not pay any fee or remuneration concerning candidates without complying with this requirement.