Job Title: Executive Assistant
Department: Executive Office
Reports To: President & CEO
Exemption Status (FLSA): Exempt
Job Summary:
The Executive Assistant provides high-level administrative and operational support to the Chief Executive Officer and Executive Team. This position is responsible for managing complex calendars and schedules, coordinating executive and corporate travel, supporting Board and executive meetings, facilitating corporate donations and community commitments, and coordinating a variety of confidential, financial, legal, and operational matters.
The Executive Assistant serves as a key liaison between the Executive Team, employees, vendors, professional advisors, community organizations, and other external partners. The role requires exceptional organization, discretion, judgment, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. This position also oversees several corporate programs and services, including corporate travel, cell phones, uniforms, business services, corporate memberships, executive property, corporate aircraft administration, and other executive office responsibilities.
Essential Functions:
- Executive Support & Calendar Management: Provide comprehensive administrative support to the CEO and Executive Team, including complex calendar management, meeting coordination, correspondence, scheduling, and preparation for executive priorities.
- Travel & Executive Logistics: Coordinate domestic and international executive and corporate travel, including commercial and private aviation, hotels, ground transportation, FBO arrangements, conferences, and related logistics.
- Board & Executive Meeting Support: Coordinate logistics, reservations, materials, agendas, and meeting arrangements for Board meetings, executive meetings, outings, conferences, and other leadership events.
- Corporate & Legal Administration: Support the Executive Team and corporate counsel with confidential research, document preparation, legal coordination, contracts, records, and other corporate matters.
- Financial & Expense Administration: Process and coordinate corporate invoices, executive expenses, credit card and Concur reporting, budgets, reconciliations, donations, pledges, sponsorships, and related Accounting activities.
- Corporate Programs & Vendor Management: Oversee key corporate programs and vendor relationships, including corporate travel, cell phones, uniforms, subscriptions and memberships, business services, employee stores, sports tickets, UPS/Amazon accounts, and other executive office services.
- Community & Corporate Giving: Coordinate corporate donations, sponsorships, charitable commitments, the Lyden Family Foundation, and related programs and records.
- Corporate Property, Aviation & Facilities Support: Coordinate administration of the corporate condominium, office security and access, office services, executive fleet services, and corporate aircraft operations, including scheduling, records, vendors, invoices, insurance, registrations, and compliance requirements.
- Communication & Relationship Coordination: Serve as a professional liaison between the Executive Team and internal and external stakeholders, including employees, customers, vendors, professional organizations, community partners, and business contacts; coordinate customer inquiries and facilitate timely resolution.
- Records, Compliance & Special Projects: Maintain accurate and confidential corporate records and documentation and support special projects and other business needs as directed by the CEO or Executive Team.
Requirements
- Exceptional organizational, time-management, and prioritization skills with the ability to manage multiple complex and time-sensitive responsibilities.
- Strong attention to detail, accuracy, follow-through, and ability to anticipate needs and proactively resolve issues.
- Excellent written and verbal communication skills with a professional presence and ability to interact effectively with executives, employees, vendors, customers, and external partners.
- Demonstrated discretion, sound judgment, and ability to maintain confidentiality when handling sensitive executive, legal, financial, and business information.
- Ability to work independently, exercise initiative, and make appropriate decisions while keeping executive leadership informed.
- Strong proficiency with Microsoft Office Suite and the ability to quickly learn and manage multiple technology platforms, systems, and vendor accounts.
- Strong administrative and financial skills, including invoice processing, expense reporting, reconciliation, budget tracking, and vendor coordination.
- Ability to adapt to changing priorities and work occasional evenings, weekends, or outside normal business hours based on executive and business needs.
- Notary Public commission, or ability to obtain and maintain a commission, preferred.
Education and Experience:
- Associate or bachelor’s degree in business administration, communications, executive administration, or a related field preferred.
- Minimum of 5 years of progressively responsible administrative, executive assistant, office management, or related experience.
- Previous experience supporting senior executives or an executive leadership team strongly preferred.
- Experience coordinating complex travel, meetings, events, vendors, budgets, and confidential business matters preferred.
- Experience managing multiple corporate programs, vendor relationships, or administrative functions preferred.
- Experience working with private aviation, FBOs, or corporate aircraft is preferred but not required.
Physical Requirements:
- Ability to sit and work at a computer for extended periods.
- Ability to frequently communicate in person, by telephone, and through electronic communication.
- Ability to occasionally lift and carry office supplies, files, packages, or other materials weighing up to 25 pounds.
- Ability to move throughout the office and attend meetings and events as required.
- Ability to perform repetitive hand and wrist movements associated with computer and office equipment use.
Work Environment:
- Primarily office-based in a professional corporate environment.
- Regular interaction with executive leadership, employees, vendors, customers, professional advisors, and external organizations.
- Work may occasionally occur outside of normal business hours to support executive schedules, meetings, events, travel, or other business needs.
- May work in a variety of environments when coordinating corporate events, Board meetings, travel, aviation activities, or other company functions.
Required Travel:
- Occasional travel may be required to support executive meetings, Board meetings, conferences, company events, and other business activities.
- Travel may include commercial air travel and coordination of private aircraft/FBO travel.
- Occasional travel outside of normal business hours may be required based on executive and company needs.