Executive Assistant to CEO and COO

The primary goal of the Executive Assistant is to manage day-to-day business activities and

provide high-level support to multiple Executive Leaders. This includes managing

calendars, handling confidential information with discretion, coordinating complex travel

arrangements, planning and facilitating meetings, and executing special projects as

assigned. The Executive Assistant must possess a strong understanding of the business

and the demands of different stakeholders, serving as a trusted partner in providing

proactive and seamless administrative support.

Key Duties and Responsibilities:

• Provide sophisticated and proactive calendar management by anticipating needs,

resolving conflicts, and ensuring leaders’ time is prioritized for the most strategic

matters. Prepare leaders in advance for all commitments, build in flex time, and

ensure meetings begin and end on schedule.

• Plan and manage complex travel arrangements (air, hotel, ground transportation),

prepare itineraries, and proactively identify efficiencies to optimize travel

schedules.

• Anticipate and plan for critical deadlines, key deliverables, and high-priority

business milestones to ensure executives are consistently prepared.

• Coordinate logistics, agendas, materials, and communications for Board of

Directors meetings, quarterly business meetings, and leadership offsites in

accordance with the company’s annual business operating calendar.

Track and follow up on action items to ensure continuity and accountability.

• Support the planning and execution of client-facing and corporate events, ensuring

a professional and high-quality experience that reflects the company’s brand and

culture.

• Collect, prepare, and organize information for use in discussions, meetings, and

presentations. Draft, edit, and manage correspondence — including confidential

materials — with the utmost discretion.

• Act as a professional liaison with clients, vendors, visitors, and internal executives.

Handle inquiries and issues with sound judgment, escalating or redirecting as

needed to the appropriate functional leaders.

• Ensure executives are consistently aware of upcoming priorities, responsibilities,

and deadlines. Maintain an “open door” approach to support leader accessibility

for direct reports and employees.

• Provide both routine and non-routine administrative support, including meeting

coordination, conference planning, general onsite office support and special

projects as assigned. Continuously look for opportunities to improve processes and

increase efficiency.

Desired Experience and Qualifications:

• 5+ years of administrative experience supporting multiple senior executives in a

fast-paced environment

• Advanced skills in Microsoft Office (Word, PowerPoint, Excel, Outlook) with proven

ability to create and refine executive-level presentations, ensuring clarity,

professionalism, and visual impact; skilled in building graphs, tables, and charts

• Experience managing complex calendars, coordinating meetings and events,

preparing presentations, and administering expense reports

• Strong written and interpersonal communication skills with excellent judgment,

discretion, and diplomacy in all interactions

• Demonstrated ability to partner with clients, Board members, and executive

leaders, ensuring professionalism and trust in all engagements

• Exceptional organizational and prioritization skills; thrives under pressure while

managing multiple tasks with accuracy and attention to detail

• Highly collaborative team player with strong relationship-building skills and a

service-oriented mindset

• High degree of integrity, accountability, and intellectual honesty in all work
• Analytical and proactive problem solver, with a passion for anticipating needs and

streamlining workflows to make leaders more effective