!!THIS ROLE IS ONSITE!!
Job Description
Job Summary
As a trusted partner to business unit president, you’ll act as a gatekeeper, thought partner, and problem-solver—handling complex and confidential matters with discretion and sound judgment. The ideal candidate is proactive, highly organized, and comfortable working in a dynamic, fast-paced environment with minimal oversight. This role plays a critical role in driving leadership operating rhythm, aligning cross-functional needs, and ensuring effective execution of strategic engagements. The EA will act as a force multiplier for the President, enhancing efficiency, communication, and impact across the business unit
Primary Duties & Responsibilities
- Manage and optimize the leader’s dynamic calendar—balancing competing priorities, resolving scheduling conflicts, and protecting time for thought work.
- Manage and prioritize inbound requests from the team or external partners
- Organize annual calendar to ensure key meetings are known and accounted for
- Coordinate and arrange meetings, prepare agendas, reserve and prepare facilities and compile meeting notes as required
- Manage travel schedules, reservations and expense reports for leadership team (domestic and international travel)
- Manage PO’s as needed to support business unit activities. Liase with finance department for budget process assistance and oversight
- Collect and compile statistical reporting for KPI’s
- Timekeeping support for attendance and vacation
- Event planning for both internal and external meetings
- Track progress on selected initiatives, identify roadblocks, and ensure timely execution
Operational Efficiency
- Optimize executive workflows by triaging issues, understanding priorities, and streamlining communications.
- Consolidate executive reports, board materials, and business reviews.
- Coordinate and lead internal operating rhythms such as leadership meetings, off-sites, and town halls.
- Support the hiring and onboarding process for new team members within the organization, ensuring a smooth and well-equipped start.
Cross-Functional Connection
- Serve as a liaison between the President and functional leaders (Marketing, Sales, R&D, Supply Chain, Finance, HR).
- Track and help drive progress on key initiatives, ensuring timely follow-ups, clear ownership, and aligned timelines.
Communications & Culture
- Draft internal communications and messaging on behalf of the President.
- Drive culture-building initiatives in partnership with HR and the leadership team.
- Facilitate Sales and Marketing communications and documentation through SharePoint management
- Act as a culture ambassador and valued member of the executive support team fostering a collaborative, high-performing, and inclusive environment. Partner closely with other Executive Assistants to share best practices, provide backup support, and uphold consistent standards across the organization.
Education and Experience Profile
- Bachelor’s Degree preferred and Associate Degree is required
- 10+ years of experience as an Executive Assistant, with at least 5 years supporting C-level executives. Extensive experience managing executive-level calendars, including across time zones and with international travel.
Required Skills
- Impeccable attention to detail, strong planner, exceptional written and verbal communication skills. Comfortable operating in structured environment with clear direction and oversight
- Ability to anticipate needs, take initiative, and problem-solve independently. High energy. Can mobilize to complete complex tasks.
- Initiative in evaluating and improving processes, systems, and operational workflows.
- A strong internal network-building capability and the ability to quickly learn and navigate organizational structures. Controls schedule and wields influence.
- Some financial acumen and budget experience
- High degree of discretion dealing with confidential information
- Must be able to work independently in an executive office environment, juggling many priorities against tight deadlines
- Trusted advisor mentality with executive presence.
- Resilient - calm under pressure
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