Executive Assistant

Executive Support and Calendar Management: Manage complex executive calendars, including internal and external meetings across multiple schedules and time zones. Coordinate meeting requests, resolve scheduling conflicts, and ensure time is aligned with executive priorities. Anticipate scheduling needs and communicate changes clearly to attendees and stakeholders. Coordinate recurring leadership, divisional, and company meetings. Maintain discretion when handling confidential or sensitive information.

Travel Coordination: Book and manage executive travel, including flights, hotels, ground transportation, and detailed itineraries. Coordinate group travel and accommodations for quarterly team events, leadership meetings, and company offsites. Monitor travel plans and respond to last-minute changes, cancellations, and other disruptions.

Event and Meeting Planning: Lead the planning and execution of quarterly team events, leadership meetings, retreats, company offsites, and onsite events. Coordinate venues, room blocks, catering, audiovisual needs, transportation, meeting spaces, and other event logistics. Develop event schedules, run-of-show documents, attendee communications, and supporting materials. Partner with internal teams and external vendors to ensure events are delivered successfully. Provide onsite support and troubleshoot issues during meetings and events.

Meeting and Presentation Support: Coordinate agendas, presentations, and supporting materials for leadership and divisional meetings. Collect and organize slide content from presenters and send deadlines and reminders. Ensure meeting materials are complete, accurate, and distributed on time. Support follow-up communication and track action items when needed.

Expense and Administrative Coordination: Prepare and submit executive expense reports through Ramp, ensuring expenses are accurate, documented, and submitted on time. Track receipts and follow up on missing documentation or required approvals. Maintain organized files, records, contact information, and other administrative resources. Support special and ad hoc projects as needed.

Cross-Functional Coordination: Serve as a liaison between executives, internal teams, external partners, and vendors. Coordinate across departments to keep projects, meetings, and events moving forward. Identify potential scheduling or logistical issues early and recommend solutions. Build strong working relationships throughout the organization.