Executive Assistant

Title: Executive Assistant, Full Time

The Executive Assistant will partner with senior leadership to manage their business affairs, keep projects moving smoothly, and maintain effective communication. The ideal candidate is a self-starter who is results-driven, exercises good judgment, and has excellent communication skills, attention to detail, and time-management abilities—crucial for supporting this team. The candidate should also be able to manage multiple projects, handle a heavy workload with high accuracy, and maintain professionalism when interacting with others. This position reports to the Senior Executive Assistant.

Primary Responsibilities

• Provide executive support to senior leadership, including a variety of complex, confidential, and critical administrative and organizational tasks, in addition to backing up for the Senior Executive Assistant.

Calendar & Schedule Management

• Manage and optimize complex, ever-shifting calendars for senior leadership across multiple time zones
• Anticipate scheduling conflicts before they arise and resolve them proactively
• Coordinate and prepare executives for meetings, including briefing materials, agendas, and pre-reads

Communication & Correspondence

• Serve as the primary point of contact for internal and external communications on behalf of senior leadership
• Draft, review, and proofread executive emails, memos, presentations, and reports with meticulous attention to detail — errors simply don't make it through
• Screen and prioritize incoming communications, escalating urgent matters appropriately

Travel & Logistics

• Arrange complex domestic and international travel including flights, accommodations, ground transportation, and visas
• Prepare detailed itineraries that account for every contingency, ensuring executives arrive informed and on time

Project & Operational Support

• Track action items, deadlines, and follow-ups across multiple workstreams, ensuring nothing falls through the cracks
• Assist in preparing executive-level presentations, sales reports, and board materials
• Coordinate cross-functional meetings and offsites, including logistics, materials, and note-taking
• Support special projects and strategic initiatives as directed by senior leadership

Office & Administrative Operations

• Process expense reports and invoices accurately and in a timely manner
• Maintain highly organized digital filing systems
• Manage relationships with vendors, clients, and key stakeholders with professionalism and discretion

Event Management

• Organizing and supporting small and large meetings and conference set-up
• Partner with Marketing on more significant events as needed

Employee Relations

• Acting as a liaison between the employees and upper management
• Coordinate employee relations outreach through welcome packages, life event care packages, and additional items

Manage special projects as needed

Knowledge, Skills & Abilities

• Exceptional attention to detail — you notice the typo, the missing decimal, the misaligned time zone, and you fix it before anyone else sees it
• Outstanding written and verbal communication skills
• Proven ability to manage competing priorities and maintain composure under pressure
• High degree of discretion and confidentiality when handling sensitive business and personnel information
• Proficiency with Microsoft Office 365 (Outlook, Word, Excel, PowerPoint, Teams) and modern collaboration tools (Slack, Zoom, Salesforce a plus)
• Strong organizational and time-management skills with a proactive, anticipatory working style
• Strong and effective team player working with various disciplines and peer groups; can cover all tasks required to 'get a job done.’

Experience/Education

• 5+ years of experience
• Bachelor's degree
• Strong knowledge and experience in Microsoft Office, systems and procedures, and administrative duties
• Experience in business administration is a strong plus
• Experience in the Data Center industry, Construction, or Real Estate environments is a plus