Executive Assistant – Leadership & Operations Support

Amphibious Medics is seeking a highly organized, proactive Executive Assistant to provide hands-on administrative, operational, and project coordination support to up to three directors and/or executive leadership team members.

This position supports a fast-paced, multi-functional organization delivering occupational health, medical, and safety services. The Executive Assistant will coordinate calendars and meetings, prepare documents and reports, track leadership initiatives, and facilitate timely follow-up across departments.

The ideal candidate is adaptable, detail-oriented, resourceful, and comfortable balancing requests from multiple leaders. This is an execution-focused support position: department leaders retain ownership of strategic decisions and project outcomes.

Essential Duties and Responsibilities

Executive & Administrative Support

• Coordinate executive calendars, appointments, scheduling requests, and meeting logistics for up to three leaders.
• Identify scheduling conflicts, communicate priorities, and help maintain organized executive workflows.
• Prepare correspondence, presentations, documents, and other administrative materials.
• Maintain organized shared files, records, and confidential business information.
• Coordinate travel and related logistics when requested.

Meeting Preparation, Documentation & Follow-Up

• Schedule internal and external meetings; prepare agendas, invitations, and supporting materials.
• Attend designated meetings, record concise notes, decisions, assigned action items, and deadlines.
• Distribute meeting summaries and follow up with responsible parties on outstanding items.
• Maintain accessible records of meeting outcomes and recurring leadership commitments.

Project Coordination & Tracking

• Maintain task trackers, project timelines, status updates, and deliverable lists for leadership initiatives.
• Request progress updates from departmental stakeholders and flag overdue items or emerging obstacles.
• Coordinate cross-functional work involving Operations, Human Resources, Training, and other departments.
• Organize project files and help leadership maintain visibility into multiple concurrent priorities.
• Support implementation of administrative processes and workflow improvements.

Leadership Development & Special Initiatives

• Assist with planning and scheduling leadership development programs, workshops, and training sessions.
• Prepare materials, attendance lists, completion records, and follow-up documentation.
• Support special business initiatives through research, scheduling, documentation, and coordination.

Reporting, Research & Communication

• Compile information from internal sources and prepare spreadsheets, reports, and presentations.
• Conduct basic research and source information for leadership review and business projects.
• Proofread materials for accuracy, completeness, and professional presentation.
• Communicate professionally with internal teams, leadership, and external contacts.
• Provide timely status updates, raise questions, and escalate priority conflicts appropriately.

Required Qualifications

• High school diploma or equivalent.
• Proficiency across Microsoft platforms
• Strong organizational skills and ability to balance multiple assignments and deadlines.
• Working proficiency with Microsoft Outlook, Word, Excel, and PowerPoint.
• Clear written and verbal communication and strong attention to detail.
• Ability to independently complete assigned tasks, ask appropriate questions, and follow through.
• Professional discretion when handling sensitive business information.
• Ability to adapt to changing priorities and learn new systems and procedures.

Preferred Qualifications

• 1–3 years of administrative, executive support, office coordination, or related experience.
• Experience supporting multiple managers or coordinating departmental projects.
• Familiarity with Microsoft Teams, Planner, SharePoint, or comparable collaboration tools.
• Experience preparing meeting notes, task trackers, or leadership training materials.
• Exposure to occupational health, medical services, safety, staffing, or other service-based organizations.

Core Competencies & Expectations

• Organization & Prioritization: Maintains structure and appropriately escalates conflicting requests.
• Initiative & Resourcefulness: Anticipates needs, researches solutions, and takes practical next steps.
• Accountability & Follow-Through: Tracks commitments and…