Executive Assistant

Overview

We are seeking a seasoned Executive Assistant to provide high-level support in a complex, matrixed organizational environment. The ideal candidate is an expert at managing the calendars of multiple executives, coordinating logistics, and ensuring seamless execution of meetings and travel. This role requires exceptional time management, organizational skills, and attention to detail to keep executives on track and fully prepared.

Key Responsibilities:
Manage complex executive calendars across multiple stakeholders, negotiating conflicts and prioritizing meetings.
Plan and coordinate all aspects of executive travel, including flights, ground transportation, hotels, and meeting logistics.
Ensure realistic scheduling with buffer time for transit, breaks, and personal needs.
Prepare executives for meetings by collecting relevant information, distributing agendas, and ensuring dashboards are up to date.
Assist with expense reporting and management.
Collaborate with other executive assistants to align schedules, share information, and maintain organizational efficiency.
Proactively anticipate challenges and propose solutions to prevent missed meetings or scheduling conflicts.

Qualifications:
Proven experience supporting senior executives in a matrixed, multi-calendar environment.
Exceptional time management and logistical skills, with a focus on precision and detail.
Expertise in scheduling, travel coordination, and understanding of realistic transition times between commitments.
Strong communication and organizational skills, with the ability to prepare meeting materials, agendas, and reports.
Experience managing expense reports and maintaining executive dashboards.
Flexible, proactive, and able to work independently in a remote environment.

Ideal Candidate:
A proactive, detail-oriented professional who ensures executives are always on schedule, fully prepared, and able to focus on priorities without missing critical meetings. Strong logistical thinking, foresight, and collaboration with other EAs are essential to success in this role.

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