Assistant to the Leadership Team

Gemma Power Systems•Glastonbury, CT

8h•Onsite

About The Position

The Assistant to Leadership Team provides administrative and operational support to the Executive Office and Leadership Team. This role assists with travel coordination, scheduling, correspondence, supports event planning, and day-to-day business-related tasks to ensure the efficient operation of executive functions. The position requires strong organizational skills, attention to detail, discretion, and the ability to manage multiple priorities in a fast-paced environment.

Requirements

Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
Strong organizational & time-management skills.
Excellent written & verbal communication skills.
Ability to handle sensitive & confidential information.
Detail-oriented with the ability to multitask and prioritize effectively.
Professional demeanor and strong interpersonal skills.
Proactive & resourceful.
Highly dependable and responsive.
Comfortable working with senior leadership.
Strong problem-solving skills.
Team-oriented with a positive attitude.
Willingness to assist with occasional urgent or after-hours requests when necessary.

Nice To Haves

2+ years of administrative or executive support experience preferred.
Occasional travel (domestic & international) required to support events as needed.

Responsibilities

Provide day-to-day support to the Executive Assistant to the CEO and members of the Leadership Team.
Assist with scheduling, preparing correspondence, reports, presentations, and other business documents.
Draft, proofread, and distribute internal communications.
Help maintain organized records, files, and contact lists.
Support with arranging domestic & international travel, including flights, hotels, transportation, and itineraries.
Prepare detailed travel agendas and ensure all logistics are confirmed in advance.
Handle last-minute travel changes and scheduling adjustments as needed.
Track travel confirmations, receipts, and related documentation.
Assist with calendar coordination for meetings, calls, and appointments.
Schedule conference calls, virtual meetings, and in-person meetings.
Conduct follow-up calls and send reminders on behalf of the Executive Office.
Track action items and ensure timely completion.
Assist with planning & coordinating company meetings, leadership events, and off-site functions.
Support logistics for internal events, including venue coordination, catering, materials, and attendee communication.
Prepare meeting materials, agendas, and follow-up notes.
Help coordinate travel & accommodations for attendees when required.
Handle business-related errands & tasks as assigned by the Executive Assistant or CEO.
Assist with special projects for the Executive Office and Leadership Team.
Support confidential assignments with professionalism & discretion.