Executive Assistant
Job Description:
We are seeking a highly proactive, tech-savvy Executive Assistant to support the VP, Commercial North America. This role goes beyond traditional administrative support—serving as a strategic partner who anticipates needs, drives efficiency, and leverages modern tools (including AI-enabled solutions) to optimize executive productivity.
The ideal candidate thrives in a fast-paced, high-growth environment, demonstrates sound judgment, and operates with a high degree of ownership, discretion, and adaptability. This individual will also provide occasional support to other senior leaders for travel coordination and on-site event execution.
Essential Duties and Responsibilities:
Executive Support & Operations
- Manage a complex and ever-changing executive calendar; prioritize competing demands with a strategic mindset
- Coordinate and execute internal and external meetings, leadership sessions, and customer engagements
- Prepare high-quality materials including presentations, reports, meeting agendas, and communications
- Draft and manage correspondence on behalf of the VP, ensuring timely follow-up and alignment
Travel & Logistics
- Arrange domestic and international travel, optimizing for cost, efficiency, and executive preferences
- Manage expense reporting and ensure compliance with corporate travel and expense policies
- Support travel coordination for additional senior leaders as needed
Planning & Coordination
- Lead logistics for leadership meetings, workshops, and off-site events (virtual and in-person)
- Coordinate cross-functional activities, acting as a central point of contact when needed
- Assist with company-wide or departmental initiatives, including communications and reporting
Technology & Innovation
- Leverage modern productivity tools and AI (e.g., Copilot, automation tools, scheduling platforms) to improve workflows and reduce manual effort
- Identify opportunities to streamline processes and introduce efficiencies across executive support activities
- Maintain and manage digital files, systems, and workflows with a focus on organization and accessibility
Operational Excellence
- Handle confidential and sensitive information with the highest level of discretion
- Proactively identify issues and resolve them independently with minimal direction
- Serve as a trusted liaison across internal teams and external partners
Job Requirements:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions
Education and/or Experience:
- Bachelor’s degree preferred; equivalent experience considered
- 5–8+ years supporting senior executives in a dynamic, fast-paced environment
- Experience supporting VP-level or above strongly preferred
- Experience in a remote or hybrid environment is a plus
Preferred Qualifications:
- Exceptional organizational and prioritization skills with strong attention to detail
- Proven ability to operate independently and anticipate executive needs
- Strong written and verbal communication skills
- High level of professionalism, judgment, and discretion
- Advanced proficiency in Microsoft Office (Outlook, PowerPoint, Excel, Word)
- Experience with collaboration and productivity tools (e.g., Teams, SharePoint, project tools)
- Comfort using and learning new technologies, including AI-powered tools and automation platforms
Travel Requirements
- Position may require 10% domestic travel
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
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