Senior Executive Assistant

What You’ll Do

We are seeking a highly organized and self-motivated Senior Executive Assistant with experience supporting multiple senior level executives. This role provides comprehensive support to a group of 5 Leadership Team members primarily with scheduling/calendar management, expense compliance/reimbursement, event coordination, and travel. The ideal candidate will demonstrate exceptional attention to detail, professionalism, judgement, independence, and the ability to handle multiple tasks and projects with efficiency and discretion. 

Responsibilities: 

Calendar Management

• Efficiently manage and coordinate the calendars of executives, including scheduling meetings, appointments, and events.
• Proactively anticipate scheduling conflicts and provide timely resolutions.
• Ensure executives are well-prepared for meetings with relevant materials (including lunch orders for in person meetings/interviews).
• Suggest calendar optimizations to improve efficiency. 

Travel Coordination

• Arrange domestic and international travel, including flights, accommodations, transportation, and itineraries. 
• Monitor travel schedules to accommodate changes and emergencies, ensuring seamless travel experiences.
• Handle travel-related expenses and reconcile travel costs promptly. 

Expense Management

• Process expense reports accurately and efficiently, adhering to company policies.
• Track and manage reimbursements, ensuring timely submission and approval in Airbase. 

Communication and Correspondence

• Act as a point of contact between executives and internal/external stakeholders.
• Draft, review, and manage correspondence, emails, and other communications on behalf of executives.
• Ensure that all communications are handled with the highest level of confidentiality and professionalism. 

Project Management

• Support ad-hoc requests and projects. 

Event Coordination and Execution

• Plan and coordinate executive meetings, offsites, and company events, ensuring seamless execution.
• Manage logistics for in-person and virtual events, including venue selection, catering, AV setup, and travel arrangements.
• Develop and maintain event timelines to ensure all planning milestones are met.
• Collaborate with Chief of Staff to align on event goals, agendas, and key deliverables.
• Oversee day-of execution, ensuring all details run smoothly and providing on-site or virtual support as needed.
• Track and manage event budgets, negotiating with vendors to optimize costs while maintaining quality.
• Gather feedback and assess event outcomes to improve future planning and execution. 

Administrative Support 

• Maintain organized and up-to-date filing systems, both electronic and physical. 

Office Management:

• Manage office supplies and ensure snacks are consistently stocked and replenished. Support coordination and execution of monthly company lunches.
• Support ad hoc technical support with Zoom conferencing, printer issues, and TV. 

About You

Experience: 

• Minimum of 5-7 years of experience as an Executive Assistant or in a similar administrative role – preferably in a professional services industry. 

• Proven experience managing calendars, travel arrangements, and expense reports for multiple executives. 

Skills: 

• Strong organizational skills with the ability to prioritize tasks and manage time effectively. 

• Excellent communication skills, both written and verbal, with attention to detail. 

• Ability to work independently, exercise good judgment, and handle confidential information with discretion. 

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with expense management software. 

• Familiarity with travel booking tools and platforms. 

Attributes: 

• High level of professionalism and a proactive, solution-oriented mindset. 

• Ability to thrive in a fast-paced environment and manage multiple priorities. 

• Strong interpersonal skills with the ability to build relationships and work collaboratively with team members and executives. 

• Takes ownership and accountability, setting clear expectations and consistently delivering high-quality work. 

Education: 

• Bachelor’s degree from a reputable university in Business Administration, Communications, or a related field is preferred.