Role Description
The Executive Assistant (EA) provides high-impact, strategic, and confidential support to C-level executives, enabling the executives to operate at maximum effectiveness. This role serves as a trusted partner, managing complex priorities, anticipating needs, exercising sound judgment, and representing the executive’s office in interactions with internal and external stakeholders. The EA operates with significant autonomy, discretion, and decision-making authority on matters of the executive team.
Outcomes and Activities:
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Executive Support & Strategic Partnership:
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Partner with and provide administrative support to the Executive Leadership Team (ELT), including SVP/VP leaders, to meet business needs.
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Act as a liaison between the C-level executive, senior leadership, Board members, and internal/external partners.
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Proactively manage the executive’s priorities, ensuring time, information, and resources are aligned with organizational goals.
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Prepare executive briefing materials, decision memos, presentations, and follow-up actions for meetings and strategic engagements.
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Anticipate needs and issues, identify risks, and provide recommendations to support executive decision-making.
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Calendar, Communication, & Workflow Management:
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Independently manage a complex, high-volume calendar, balancing competing priorities with business acumen and diplomacy.
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Draft, edit, and refine executive correspondence, communications, and talking points.
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Gatekeep and triage internal/external communications, escalating or resolving matters based on urgency, importance, and strategic alignment.
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Ensure seamless coordination of executive workflows, operating rhythms, and organizational commitments.
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Confidential Information & Issue Resolution:
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Handle highly sensitive organizational, personnel, and financial information with absolute discretion.
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Investigate issues, gather data, and provide executive-level recommendations or resolutions.
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Represent the executive in addressing inquiries, disputes, or confidential matters with professionalism and authority.
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Meeting, Event, & Logistics Ownership:
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Plan, organize, and execute executive-level meetings, Board sessions, strategic reviews, and leadership off-sites.
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Own agenda development, briefing documents, presentations, and action-item tracking.
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Coordinate complex domestic and international travel, ensuring all logistics align with executive preferences and business needs.
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Project & Initiative Management:
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Lead and support cross-functional projects on behalf of the C-level executive, acting as project manager or liaison as needed.
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Track progress on organizational initiatives, ensuring alignment with milestones, KPIs, and executive priorities.
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Monitor deliverables from leadership partners and ensure follow-through on commitments.
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Operational & Administrative Leadership:
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Continuously improve processes, workflows, and tools within the executive office.
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Identify and resolve inefficiencies; implement best practices for documentation, communication, and coordination.
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Provide mentorship or guidance to other administrative professionals across the organization, as appropriate.
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Decision-Making Authority:
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Independently prioritizes executive workflow and allocates time/resources aligned with business priorities.
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Makes decisions regarding scheduling, communication routing, information flow, and issue escalation.
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Acts as a delegate on selected tasks requiring judgment, including internal inquiries, confidentiality-sensitive issues, and operational decisions within defined limits.
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Provides recommendations and analysis that influence executive decisions, organizational planning, or strategic focus.
Qualifications
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Exceptional judgment, discretion, and decision-making capability.
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Ability to maintain a high level of confidentiality with the utmost discretion.
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Strong business acumen with the ability to understand organizational priorities and dynamics.
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Outstanding written and verbal communication skills.
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Demonstrated ability to manage multiple priorities, pivot quickly, and operate independently.
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High proficiency with productivity tools (e.g., Microsoft 365, Teams, PowerPoint, Excel, Outlook).
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Ability to build strong relationships across all levels of the organization.
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Comfort navigating ambiguity and driving clarity.
Requirements
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Bachelor’s degree preferred; equivalent professional experience considered.
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7+ years of executive-level administrative support experience, with at least 3 years supporting VP-level or above.
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Experience functioning in fast-paced, high-growth, or matrixed organizations strongly preferred.
Benefits
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Excellent benefits package that includes 401(K) match, adoption assistance, parental leave, tuition reimbursement, comprehensive medical/dental/vision and many nonstandard benefits that make us a Great Place to Work.
