Executive Assistant

Position Overview

The Executive Assistant to the President & CEO is a highly trusted, business-minded professional responsible for increasing the effectiveness, productivity, and organizational impact of the President & CEO while helping the Executive Leadership Team operate with greater coordination, discipline, and follow-through. This individual will manage the President & CEO's calendar, priorities, travel, meeting preparation, Board activities, executive reporting, communications, and key administrative responsibilities. The Executive Assistant will also play an important role in coordinating the Executive Leadership Team's operating cadence, tracking commitments and cross-functional dependencies, supporting major corporate initiatives, and ensuring important actions do not lose momentum after meetings.

Duties and Responsibilities

Executive Support & Priority Management:

• Manage and strategically prioritize the President & CEO's calendar, ensuring alignment with organizational objectives and business priorities.
• Coordinate meetings, appointments, travel, and events involving executives, Board members, customers, suppliers, and other key stakeholders.
• Anticipate upcoming priorities, deadlines, commitments, and decisions, proactively preparing materials and recommendations.
• Prepare executive briefings, agendas, presentations, reports, and supporting materials for meetings and business reviews.
• Act as a gatekeeper by evaluating competing priorities, resolving scheduling conflicts, and protecting executive focus time.
• Ensure appropriate follow-up on key decisions, commitments, and action items.

Executive Leadership Team Coordination:

• Coordinate Executive Leadership Team meetings, planning sessions, off-sites, and other leadership activities.
• Develop agendas, gather meeting materials, and ensure participants are prepared and informed.
• Document decisions, action items, responsibilities, and due dates as appropriate.
• Maintain visibility into leadership priorities and facilitate follow-through on commitments and cross-functional initiatives.
• Support the ongoing leadership operating cadence, including strategic planning, business reviews, talent reviews, succession planning, and annual planning activities.

Board of Directors Support:

• Coordinate all Board-related scheduling, preparation, logistics, and communications.
• Manage timelines for Board materials and collaborate with leadership team members to ensure timely submissions.
• Prepare, organize, and quality-check Board presentations, reports, meeting packages, and supporting documentation.
• Track Board requests, decisions, and follow-up actions.

Cross-Functional Coordination & Initiative Tracking:

• Maintain visibility into major corporate initiatives and strategic priorities.
• Track milestones, deliverables, deadlines, dependencies, and action items across departments.
• Coordinate cross-functional communication and meetings to address issues, remove obstacles, and ensure progress.
• Prepare executive-level summaries and status updates highlighting risks, opportunities, and items requiring leadership attention.
• Support special projects and enterprise initiatives as assigned by the President & CEO.

Executive Reporting & Communications:

• Develop executive reports, dashboards, presentations, and business summaries to support informed decision-making.
• Gather, analyze, and organize information from leaders across the organization.
• Assist with executive communications, presentations, speaking materials, town halls, and company announcements.
• Ensure communications and materials are accurate, professional, and aligned with organizational standards.

Travel, Events & Executive Logistics

• Coordinate all travel arrangements for the President & CEO, including itineraries, accommodations, transportation, and related logistics.
• Support Executive Leadership Team travel and logistics for key meetings, customer visits, Board activities, and company events.
• Coordinate major executive visits, customer meetings, supplier meetings, and strategic events.
• Ensure all logistics, materials, facilities, and participant expectations are effectively managed.

Executive Onboarding & Leadership Integration

• Support the onboarding of newly hired or promoted executives.
• Coordinate orientation schedules, leadership introductions, facility tours, and integration activities.
• Ensure executives are introduced to key stakeholders, business processes, leadership practices, and organizational priorities.

Confidential Executive Administration:

• Handle highly sensitive information with the highest degree of confidentiality, professionalism, and discretion.
• Support executive activities involving Board matters, strategic planning, succession planning, executive compensation, organizational changes, executive searches, and other confidential business matters.
• Exercise sound judgment in managing information, communications, and priorities on behalf of the President & CEO.

Technology & Productivity:

• Leverage Microsoft 365 applications, reporting tools, business intelligence systems, and other technologies to improve productivity and organizational effectiveness.
• Create professional reports, dashboards, presentations, and analytical materials.
• Utilize company-approved technology and AI tools responsibly to improve efficiency while maintaining confidentiality and information security standards.

Competencies

• Analytical - Synthesizes complex or diverse information.
• Problem solving - Identifies and resolves problems in a timely manner and gathers and analyzes information skillfully
• Creativity - Able to propose creative solutions to add value to Milbank’s environment.
• Communication - Able to clearly express self and is polite and respectful to supervisors, peers and co-workers.
• Leadership - Inspires and motivates others to perform well, accepts feedback from others.
• Teamwork - Works effectively with others in a team environment.
• Judgment - Displays willingness to make decisions, exhibits sound and accurate judgment and makes timely decisions.
• Planning/organizing - Prioritizes and plans work activities, uses time efficiently and develops realistic action plans.

Hours: Regular 40-hour workweek, with some flexibility as needed.

Working Conditions: Office setting