Position Summary:
The Executive Assistant is a critical support role responsible for delivering high-level administrative and operational assistance to executive leadership and high-profile clients. This position requires a seasoned professional who demonstrates sound judgment, discretion, and exceptional organizational abilities.
The Executive Assistant will be entrusted with managing complex executive calendars, coordinating internal and external communications, and ensuring the timely execution of departmental initiatives and deliverables. The role extends beyond standard administrative functions and includes responsibility for both personal and business-related travel arrangements, such as flight bookings, accommodations, and other logistics, often under changing or urgent circumstances.
This role demands a proactive and resourceful individual capable of anticipating the needs of executive stakeholders, resolving issues independently, and facilitating efficient workflows across departments. The successful candidate must be comfortable operating in a dynamic, fast-paced environment and maintain a high level of professionalism and confidentiality at all times.
The position requires a commitment to a permanent night shift schedule and flexibility to work shifting hours, including on-call assignments, weekend availability, and overtime during holidays or peak periods, as necessary to meet business demands.
This role is ideal for a highly adaptable and dependable professional who takes initiative, communicates effectively at all levels of the organization, and consistently delivers high-quality support in a high-pressure, detail-oriented setting.
Responsibilities include, but are not limited to:
- Manage executive calendars, appointments, and meeting logistics
- Draft, edit, and send internal and external communications on behalf of leadership
- Organize and support departmental projects, tracking action items and deadlines
- Serve as a liaison between senior leadership, business development, and external partners
- Coordinate both personal and business travel including flight bookings, accommodations, and related needs
- Attend and document departmental meetings, tracking discussion points and deliverables
- Conduct research and compile data for presentations and strategic decision-making
- Support with special projects, data coordination, and reporting
- Maintain comprehensive records and assist with minor accounting duties
- Handle confidential and sensitive information with the utmost discretion
- Respond to internal and external requests, including letters, calls, and service-related needs
- Perform additional duties as assigned
Work Schedule Requirements:
- Willingness to work a permanent night shift
- Open to shifting schedules, on-call weekend duties, and overtime on holidays or weekends
Qualifications:
- Bachelor's degree required.
- Minimum of 3 years of executive assistance, clerical, or administrative experience, preferably supporting a senior executive in a US-based setting/client.
- Advanced proficiency in Microsoft Office (Word, Excel, and Outlook); familiarity with PowerPoint and Visio strongly preferred.
- Strong adaptability and comfort with technology, including learning new technical systems.
- Ability to work well in a team environment while also performing job duties independently with minimal supervision.
- Maintain a flexible attitude while managing duties in high-pressure or complex situations.
- Strict adherence to regulatory, departmental, and company policies with ethical conduct.
- Ability to handle sensitive information professionally and maintain confidentiality.
- Self-motivated, proactive, and forward-thinking with a confident, persistent personality when necessary.
- Diplomatic, tactful, extremely detail-oriented, and well-organized.
- Positive attitude and willingness to collaborate with all team members.
- Excellent written and verbal communication skills, with the ability to communicate effectively at all organizational levels.
- Capable of multi-tasking in a fast-paced team environment.
- Discreet when handling confidential or sensitive information.
- Dependable, reliable, and thrives in a high-pressure environment.
- People-oriented, enjoying interaction and collaboration.
- Adaptable and flexible, comfortable with frequent shifts in direction.
- High stress tolerance with the ability to excel in demanding situations.
- Exceptional organizational and multitasking skills.
- Strong command of English, both written and verbal.
- Creative, high-energy, hands-on professional who thrives in a dynamic work environment.
