Senior Executive Assistant

Executive Assistant to the President

Shift Type: Night Shift | 8:00 AM – 5:00 PM EST

Employment Type: Full-Time

Position Summary

We are seeking a highly organized, proactive, and discreet Executive Assistant to the President to provide high-level administrative, operational, and project management support.

This role serves as a trusted partner to the President, helping manage priorities, coordinate critical initiatives, and ensure seamless execution across a fast-paced global organization. The ideal candidate is strategic, composed under pressure, highly organized, and capable of anticipating needs before they arise.

The Executive Assistant will work closely with the existing Executive Assistant, who serves as the Director of Executive Operations, collaborating on executive priorities, schedules, communications, projects, and operational requirements to ensure seamless support for the President and leadership team.

Key Responsibilities

• Provide comprehensive executive support, including complex calendar management, meeting coordination, and time-zone alignment.
• Collaborate closely with the Director of Executive Operations to coordinate executive priorities, schedules, communications, and key deliverables.
• Support the President in managing competing priorities and ensuring critical commitments are followed through.
• Manage US and international travel arrangements, itineraries, logistics, and expense reporting.
• Review and prioritize emails, correspondence, and requests; prepare executive summaries and follow-ups.
• Prepare presentations, reports, briefing materials, and meeting agendas for executive and leadership meetings.
• Coordinate and track strategic initiatives, special projects, and key deliverables.
• Serve as a communication bridge between the President, leadership team, employees, and external stakeholders.
• Attend executive meetings, capture key decisions and action items, and ensure timely follow-through.
• Maintain organized digital records, trackers, and project management systems.
• Support executive events, leadership offsites, and internal communications.
• Handle sensitive and confidential information with professionalism, discretion, and sound judgment.
• Identify opportunities to improve executive workflows, processes, and overall efficiency.
• Partner with the Director of Executive Operations to ensure continuity, alignment, and consistent executive support.

Must-Have Qualifications

• 5+ years of experience supporting a US-based President, CEO, or C-suite executive, preferably in a multinational, IT, or Managed Services organization.
• Proven experience in executive support and project coordination.
• Hands-on experience with project management tools such as Monday.com, Asana, or Smartsheet.
• Strong expertise in complex calendaring, travel management, and stakeholder coordination.
• Excellent written and verbal communication skills with strong executive presence.
• Tech-savvy and proficient in Microsoft Office, Google Workspace, Slack, Microsoft Teams, and Zoom.
• Exceptional organizational, time management, and multitasking abilities.
• Experience preparing concise executive summaries, reports, and presentations.
• Strong judgment and ability to handle confidential and sensitive information.
• Highly proactive, detail-oriented, and comfortable working independently and collaboratively.
• Must have a dedicated home office setup when working remotely.
• Willing to work night shift aligned with US EST hours.

Nice-to-Have Qualifications

• Project Management certification such as PMP, Agile, or equivalent.
• Experience in MSP, IT, technology, or professional services.
• Background in operations coordination or process improvement.
• Strong analytical, problem-solving, and decision-making skills.

What We Offer:

• HMO with dependent coverage
• 13th Month Pay + Allowances
• Night Differential & Holiday Pay
• Life & Pet Insurance
• Leadership Development & Continuous Learning
• People-first culture focused on growth and performance

About IT By Design:

IT By Design is a global technology company headquartered in New Jersey, with teams across the US, Philippines and India. We help Managed Service Providers scale through NOC, SOC, Helpdesk, Cybersecurity and Talent Solutions.

Ready for your next level If you're ambitious, proactive, AI-curious and think three steps ahead, we want to meet you.