Executive Assistant

POSITION SUMMARY

The Executive Coordinator provides administrative, scheduling, travel, and event-planning support primarily to the President and COO, while also assisting other members of the senior leadership team as needed. The ideal candidate is highly organized, proactive, detail-oriented, and comfortable managing multiple priorities in a fast-paced environment. A strong background in corporate events, meeting planning, and group travel coordination is essential.

KEY RESPONSIBILITIES

• 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.

Requirements

• Previous experience in executive support, executive coordination, corporate events, hospitality, meeting planning, or a related field.
• Demonstrated experience planning professional events, meetings, offsites, or group travel.
• Strong calendar-management and travel-booking experience.
• Excellent organizational skills and attention to detail.
• Ability to manage multiple deadlines and shifting priorities with minimal supervision.
• Strong written and verbal communication skills.
• Sound judgment and the ability to handle confidential information appropriately.
• Strong problem-solving skills and a proactive, service-oriented approach.
• Proficiency with Microsoft Outlook, PowerPoint, Excel, Teams, and other business technology.
• Experience with Ramp or a similar expense-management platform is preferred.
• Ability to travel and provide onsite event support as needed.