Executive Assistant

Job Description

Job Description

We are looking for an experienced Executive Assistant to provide high-level support to senior leadership while helping maintain an efficient and well-run office. This long-term contract position is well suited for an experienced, detail-oriented candidate who can manage competing priorities, communicate with discretion, and keep day-to-day administrative operations on track. The ideal candidate brings strong judgment, a service-oriented mindset, and the ability to anticipate needs in a fast-moving, mission-focused environment.

Responsibilities:
• Direct day-to-day office activities, including coordinating supplies, vendor relationships, incoming and outgoing mail, shipping needs, and basic technology support.
• Oversee the upkeep and functionality of office equipment, resolving routine issues and arranging service when needed to minimize disruption.
• Maintain accurate and accessible electronic and paper records, ensuring important documents, agreements, and reference files are well organized.
• Support senior leaders by managing schedules and email traffic, prioritizing urgent matters, preparing replies, and keeping calendars aligned with business needs.
• Meet regularly with leadership to clarify priorities, anticipate decisions, and ensure timely follow-up on critical matters.
• Organize meeting and event logistics by preparing materials, coordinating attendance, and handling operational details for internal and external engagements.
• Track open tasks and administrative commitments, working closely with leadership to ensure responsibilities are completed on schedule.
• Prepare recurring updates and summary reports related to organizational activity, participation, and upcoming meetings or events.
• Draft, edit, and proofread executive communications on behalf of senior leaders with close attention to tone, accuracy, and detail.
• Coordinate stakeholder-related administrative processes, including acknowledgments, travel arrangements, invitations, RSVPs, and event setup support.• At least 5 years of experience in executive support, office administration, or a closely related role.
• Demonstrated success managing complex calendars, coordinating executive meetings, and handling shifting priorities with professionalism.
• Experience arranging business travel and overseeing related logistics with strong attention to detail.
• Strong written communication skills, including the ability to draft clear correspondence and reports for senior leaders.
• Proven ability to exercise discretion and sound judgment when working with confidential information and sensitive matters.
• Proficiency with standard office technology and comfort handling basic troubleshooting for common office equipment.
• Highly organized work style with the ability to maintain accurate records, manage multiple responsibilities, and follow through independently.