JOB RESPONSIBILITIES
- Manage complex and ever-changing day-to-day schedules for multiple executives via Microsoft Outlook, including prioritizing requests, resolving conflicts, and coordinating meetings across multiple time zones.
- Serve as a trusted administrative partner who anticipates executive needs, identifies issues before they arise, and operates with a consistent one-step-ahead mentality.
- Act as a central point of coordination across priorities, meetings, travel, communications, and follow-ups to ensure executives are prepared, aligned, and able to focus on the highest-impact work.
- Prepare executives for meetings and appointments by developing agendas, gathering materials, coordinating logistics, preparing conference rooms and audio/visual needs, and ensuring timely follow-through on next steps.
- Draft, edit, and organize executive communications, presentations, meeting notes, briefings, and other materials with clarity, accuracy, and strong attention to audience and tone.
- Maintain effective document and information management for executives, including preparing, reviewing, organizing, and tracking key records, materials, and action items.
- Coordinate domestic and international travel arrangements; prepare detailed itineraries inclusive of flights, visas, hotels, ground transportation, meeting agendas, and relevant briefing materials.
- Oversee executive and departmental expenses, submitting all necessary invoices in Medius and credit card expenses in Concur in a timely and accurate manner.
- Handle confidential and sensitive information with impeccable discretion, sound judgment, and professionalism; know when to escalate, redirect, or protect information appropriately.
- Act as a liaison between executives and internal/external stakeholders, representing leaders with polish, responsiveness, and a strong service mindset.
- Support special projects and operational initiatives as assigned, helping to organize workstreams, track deliverables, and drive timely follow-through.
- Support the planning and execution of company-wide events, leadership meetings, team gatherings, offsites, and employee engagement moments, including coordinating timelines, logistics, communications, vendors, materials, and follow-up actions
- Assist with office management and workplace operations, including maintaining an organized, welcoming office environment; coordinating supplies, space needs, visitor logistics, facilities requests, and vendor support; and helping ensure day-to-day office needs are handled proactively and professionally.
What you will learn in the first 6 months:
- Learn each executive's working style, communication preferences, business priorities, key stakeholders, and expectations for meeting preparation, scheduling, travel, and follow-through.
- Become highly proficient in Microsoft Outlook for advanced calendar management, and master expense systems like Medius and Concur.
- Integrate into the company culture, learning the organizational structure, key internal and external contacts, and relevant company policies.
- Begin to demonstrate a proactive, business-minded, "one-step-ahead" approach by anticipating needs, identifying potential roadblocks, and offering thoughtful solutions.
What you will achieve in 12 months:
- Provide strategic calendar and operational support that enables executives to focus on key priorities, including long-range planning, project coordination, and effective meeting flow.
- Confidently draft and refine memos, presentations, meeting materials, and executive briefings, synthesizing information clearly to support decision-making and alignment.
- Strengthen relationships with internal and external stakeholders, optimizing information flow and demonstrating impeccable discretion with confidential matters.
- Consistently apply independent judgment, problem-solving, targeted research, and process improvement to help streamline administrative operations and strengthen executive effectiveness.
Physical Requirements:
- Must be able to remain in a stationary position on average of 7.5 hours/day.
- Light to moderate lifting may be required.
- While performing the duties of this job, the employee may be regularly required to stand, sit, reach, stoop, kneel, and operate a computer, telephone, and keyboard.