Executive Assistant

Contract to Perm Opportunity

Executive Assistant

Position Summary

A successful and growing organization is seeking an experienced Executive Assistant to provide high-level administrative and operational support to senior leadership. This individual will serve as a trusted partner, managing complex schedules, coordinating projects, facilitating communications, and ensuring the smooth execution of business priorities.

The ideal candidate is highly organized, proactive, discreet, and capable of operating effectively in a fast-paced environment with competing priorities. This role requires exceptional attention to detail, strong business judgment, and the ability to handle sensitive and confidential information with the highest level of professionalism.

Key Responsibilities

Executive Support

• Manage complex calendars, scheduling, and meeting coordination for senior executives.
• Coordinate domestic and international travel arrangements, including itineraries, accommodations, transportation, and related logistics.
• Screen communications, prioritize requests, and ensure timely follow-up on critical matters.
• Prepare agendas, presentations, reports, correspondence, and meeting materials.
• Attend meetings as needed, capture key discussion points, and track action items.

Administrative & Operational Coordination

• Maintain organized records, files, and documentation.
• Monitor deadlines, projects, and recurring deliverables to ensure timely completion.
• Coordinate activities and communication across multiple departments and stakeholders.
• Assist with expense reporting, invoice processing, and administrative tracking activities.
• Support internal initiatives, special projects, and process improvement efforts.
• Maintain business calendars, project timelines, and accountability trackers.

Communication & Relationship Management

• Serve as a professional point of contact for internal and external stakeholders.
• Facilitate communication between leadership, employees, vendors, and business partners.
• Draft, edit, and proofread business correspondence and presentations.
• Support leadership in maintaining strong relationships with key stakeholders.

Project & Event Coordination

• Assist with planning and execution of meetings, leadership events, and organizational initiatives.
• Coordinate logistics, materials, catering, and scheduling for executive meetings and events.
• Track project milestones and ensure stakeholders remain informed on progress.
• Support onboarding activities and other organizational programs as needed.

Confidential & Special Projects

• Handle highly confidential information with discretion and sound judgment.
• Support strategic initiatives and special assignments on behalf of senior leadership.
• Assist with research, data collection, reporting, and presentation preparation.
• Provide administrative support for sensitive business matters as required.

Qualifications

• Minimum of 8 years of experience supporting senior executives or executive leadership teams.
• Demonstrated ability to manage multiple priorities in a fast-paced environment.
• Exceptional organizational, planning, and time management skills.
• Strong written and verbal communication skills.
• Advanced proficiency with Microsoft Office Suite and business technology platforms.
• Experience preparing executive presentations, reports, and communications.
• Ability to exercise sound judgment and maintain strict confidentiality.
• Strong attention to detail and commitment to accuracy.
• Proven ability to work independently with minimal supervision.

Preferred Experience

• Experience supporting C-suite executives or senior leadership teams.
• Experience coordinating complex travel and meeting logistics.
• Exposure to project coordination, event planning, or business operations support.
• Experience working within a professional services, real estate, financial services, or similarly fast-paced business environment.

Ideal Profile

The successful candidate is a polished, highly professional Executive Assistant who thrives in a dynamic environment. They are proactive, resourceful, detail-oriented, and capable of anticipating executive needs before they arise. This individual is comfortable managing sensitive information, juggling competing priorities, and serving as a trusted partner to senior leadership.