Senior Executive Assistant

Pay Rate: $40/hr on w2

Role is 5 days a week in office. There is no opportunity for remote working.

Key Responsibilities

Executive and Calendar Management

• Manage complex, frequently changing calendars for multiple senior professionals, resolving conflicts and prioritizing effectively.

• Coordinate internal and external meetings, calls, and video conferences across time zones.

• Schedule global meetings, often on short notice, ensuring strong attendance and smooth execution.

• Proactively monitor schedules, including travel and key commitments.

Client and Stakeholder Coordination

• Act as a primary point of contact for clients, senior leaders, and internal partners.

• Coordinate recurring and ad hoc meetings with external stakeholders, including their assistants.

• Manage logistics, invitations, and materials using internal systems and administrative AI tools to improve efficiency.

• Handle confidential communications with professionalism and discretion.

Communication and Administrative Support

• Provide phone coverage, screen calls, and manage urgent matters with sound judgment.

• Draft, edit, and prepare correspondence, presentations, and reports.

• Manage incoming communications (email, mail, requests), ensuring timely follow-up and prioritization.

• Maintain organized records and documentation.

• Use administrative AI tools to streamline document preparation, communication, and task tracking.

Meeting and Event Coordination

• Coordinate meeting logistics, including space, technology, and catering.

• Organize client events, team activities, and business functions.

• Prepare and distribute agendas and materials.

Travel and Expense Management

• Arrange domestic and international travel, including approvals, flights, hotels, and transportation.

• Prepare itineraries and maintain accurate travel profiles.

• Process expense reports accurately and on time, resolving issues as needed.

Operational and Team Support

• Partner with internal teams to resolve issues and obtain information.

• Conduct research to support business activities.

• Provide coverage for team members and adapt to changing priorities.

• Assist with onboarding and training of temporary staff.

• Support special projects and additional responsibilities as needed.

Qualifications

Required Skills and Experience

• 3+ years of executive assistant or similar experience in a fast-paced professional environment.

• Strong organizational, multitasking, and time management skills.

• Ability to work independently, anticipate needs, and exercise sound judgment.

• Excellent verbal and written communication skills.

• Experience supporting multiple senior stakeholders with complex scheduling needs.

• High attention to detail and accuracy.

• Professional demeanor with discretion in handling confidential information.

• Flexible and adaptable to shifting priorities.

Technical Skills

• Advanced proficiency in Microsoft Outlook, including calendar management.

• Strong working knowledge of Word, PowerPoint, and Excel.

• Experience with video conferencing, travel and expense systems, and administrative tools.

• Experience utilizing AI-enabled workplace tools (e.g., Microsoft Copilot, ChatGPT Enterprise, Gemini, or similar approved platforms) to enhance productivity and workflow management, with demonstrated, real-world application, is a plus.

Education

• Bachelor’s degree preferred; equivalent experience considered.