Executive Assistant

Executive Assistant

Pay Range: $60,000.00 - $70,000.00 Annually

Job Summary:

Under the supervision of the Executive Administration Manager, this position provides executive-level administrative support to all Senior Vice Presidents. The Executive Assistant proactively manages calendars, coordinates meeting logistics and materials, arranges business travel, and maintains credit card documentation and submissions. The role focuses on efficient logistics rather than meeting content, handles highly confidential and sensitive information, and interfaces professionally with internal and external contacts at all levels of the organization. Independent judgment is required to anticipate needs, manage competing priorities, and organize a diversified workload.

Essential Job Duties and Responsibilities: (Additional duties may be assigned)

• Proactive Calendar Maintenance for All SVPs
• Proactively manages and maintains calendars for all SVPs, anticipating scheduling needs, resolving conflicts, and ensuring adequate preparation and travel time.
• Schedules and confirms internal and external meetings, appointments, and recurring commitments.
• Communicates schedule changes promptly and maintains accurate, up-to-date calendar details.
• Meeting Logistics
• Coordinates meeting logistics for all SVPs, including scheduling, sending invitations, tracking confirmations, and communicating logistical details.
• Schedules and reserves meeting rooms and coordinates virtual meeting access as needed.
• Gathers, organizes, and distributes documents and materials in advance of meetings, with responsibility focused on logistics and readiness rather than developing meeting content.
• Travel Coordination
• Coordinates domestic and international business travel for SVPs, including booking flights, hotels, ground transportation, and other required arrangements.
• Prepares and communicates complete travel itineraries, monitors changes, and resolves travel-related logistical issues.
• Credit Card Maintenance
• Maintains complete and accurate credit card records for assigned SVPs.
• Collects and submits receipts to Finance, completes the appropriate forms, codes expenses as required, and ensures timely reconciliation and approval.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.