Executive Assistant

Last date to apply:

We are continuously accepting applications

Performs diverse administrative functions for the Business Unit President and his leadership team. Handles details of an extremely confidential nature. Work requires independent judgment and initiative on assignments that are sensitive in nature and demonstrate ability to deal with high-level contacts inside and outside of the company. Ability to interact with customers and work to solve their problems. May perform special assignments such as development and creation of presentations, compiling reports, researching information and summarizing publications for the President’s use in discussions and meetings. Must have flexibility in work schedule. Works under minimal direction.

Essential Job Functions:

• Manage complex, high-volume calendars: schedule meetings, resolve conflicts, coordinate across time zones, and anticipate needs using AI-powered scheduling and calendar optimization tools

• Handle email and communications: screen, prioritize, draft responses (often using AI drafting/summarization agents), and maintain follow-ups.  

• Arrange domestic/international travel, itineraries, logistics, and expense reporting—leveraging AI for itinerary building, change management, and cost optimization where possible.  Assists with travel coordination when teams are traveling as a group to ensure cost effective and efficient transportation and lodging.

• Plan and coordinate leadership lunches, meeting rooms, team events, and other office gatherings, including venue selection, catering, and logistics for customer/VIP visits.

• Prepare materials for meetings, presentations, board updates, and client interactions (including research, data synthesis, and document formatting assisted by generative AI).

• Stay current on AI advancements in executive support and propose improvements that save time or enhance decision-making. 

• Assist with meeting logistics, agendas, and follow-up action items for leadership team meetings.

• Assist with badges, service awards/birthday cards for all employees.

• Helps with corporate record keeping and governance.

• Other duties as assigned.

Requirements:

• 3+ years of experience in an executive assistant or senior administrative role.

• Bachelor’s degree (B.A.) from four-year college or university; or one to two years related experience and/or training; or equivalent combination of education and experience.

• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and virtual meeting platforms (Teams, Zoom, etc.)

• Strong written and verbal communication skills with a customer service mindset

• Highly organized with strong attention to detail while working in a fast-paced environment

• The employee must occasionally lift and/or move up to 10 pounds.  Specific vision abilities required by this job include close vision and the ability to adjust focus.

• Demonstrated ability to communicate effectively with internal and external customers.

• Willingness and ability to work extended hours, including overtime as business requires 

Physical and Safety Requirements:

• Ability to stand, walk, bend, and lift up to 50 lbs. in production environments. 

• Reasonable accommodation may be provided for individuals with disabilities. 

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Employment at Will:

This job description does not constitute a contract of employment and both the associate, and the company may exercise their employment-at-will rights at any time.