Lead Executive Assistant

Position Summary:

We are looking for a highly experienced and proactive Executive Assistant to provide comprehensive administrative and strategic support to senior leadership. This is a high-visibility role that demands exceptional discretion, sharp organizational instincts, and the ability to operate independently in a fast-paced, dynamic business environment.

Key Responsibilities

1. Calendar & Schedule Management

• Own and manage complex, multi-time zone calendars for one or more senior leaders
• Proactively anticipate and resolve scheduling conflicts
• Coordinate internal/external meetings, calls, and events across time zones and departments

2. Communication & Correspondence

• Draft, review, and manage professional correspondence and memos on behalf of leadership
• Act as primary point of contact — screening and triaging high-volume email and requests
• Liaise confidently with internal stakeholders, external partners, clients, and senior executives

3. Administrative & Operational Support

• Prepare, format, and organize reports, presentations, and business documents
• Maintain organized filing systems for sensitive records and correspondence
• Coordinate with vendors and service providers, tracking key deliverables and timelines
• Manage contracts, invoices, and expense workflows through approval and signature processes

4. Travel & Logistics

• Arrange comprehensive domestic and international travel — flights, hotels, visas, and itineraries
• Prepare detailed trip briefings aligned with meeting objectives and business priorities

5. Project & Operations Support

• Drive coordination across cross-functional projects and initiatives
• Track action items and deliverables from leadership meetings
• Prepare agendas, presentations, and board-level materials as required
• Support budget tracking, invoicing, and expense reporting for the leadership office

Qualifications & Experience

• Prior experience in a corporate, professional services, or fast-paced business environment strongly preferred
• Bachelor's degree in any discipline
• Demonstrated ability to manage sensitive, confidential information with discretion
• Advanced proficiency in Microsoft 365 (Word, Excel, Outlook, PowerPoint, Teams)

Key Competencies

• Discretion & Confidentiality
• Organizational Excellence
• Proactive Communication
• Stakeholder Management
• Attention to Detail
• Adaptability & Initiative