Executive Administrative Assistant

Libbey • Toledo, OH

1d

About The Position

The Executive Administrative Assistant provides strategic, high impact administrative and operational support to C-suite executives and senior leadership. This role serves as an extension of these executives, enabling them to operate at maximum effectiveness.

Responsibilities include managing highly complex calendars, facilitating executive level communications, orchestrating cross-functional initiatives, and ensuring operational alignment across the organization.

The Executive Administrative Assistant requires exceptional business judgment, advanced problem solving capabilities, and the ability to operate with absolute confidentiality and discretion.

Requirements

• High school diploma, or equivalent, required
• 5-8+ years’ experience supporting C-suite or senior executives in a fast paced, high growth, or matrixed corporate environment.
• Exceptional executive presence, professionalism, and interpersonal skills.
• Advanced proficiency in Microsoft 365 (Outlook, Teams, Excel, PowerPoint, SharePoint).
• Outstanding organizational, prioritization, and time management capabilities.
• Ability to operate with high judgment, anticipate needs, and maintain composure under pressure.
• Strong analytical skills with the ability to synthesize information and distill key insights.
• Natural relationship builder, with the ability to influence without authority.

Nice To Haves

• Bachelor’s degree preferred; advanced training in business administration or related field a plus.
• Prior experience handling board or investor-facing materials strongly preferred.

Responsibilities

• Serve as a strategic partner to executive leadership, anticipating needs, identifying priorities, and proactively removing barriers.
• Manage dynamic, multi‑layered calendars with frequent shifting priorities and conflicting demands across global time zones.
• Prepare briefing materials, executive summaries, and decision-ready documents for high stakes meetings.
• Coordinate information flow to and from the executive, ensuring alignment and timely follow through.
• Represent the executive in internal and external communications with professionalism and executive presence.
• Support the operational cadence of the leadership team, including quarterly business reviews, board preparations, and strategic planning sessions.
• Track key initiatives, providing project coordination, status reporting, and issue escalation as needed.
• Build strong cross-functional relationships to improve information flow and accelerate operational execution.
• Conduct research and synthesize insights to support executive decision-making.
• Oversee all aspects of executive-level meetings; agenda setting, content preparation, documentation, and follow-up across multiple stakeholders.
• Ensure minutes, action items, and decisions are accurately captured and communicated.
• Influence meeting agendas to ensure strategic priorities are addressed and executive time is optimized.
• Draft and refine executive-level messaging, internal announcements, and communications on behalf of leadership.
• Manage highly sensitive and confidential information with judgment, tact, and absolute discretion.
• Serve as a thought partner on communication tone, clarity, and alignment.
• Orchestrate complex global travel, including multi-leg itineraries, risk management, and last-minute adjustments.
• Coordinate executive participation in conferences, speaking engagements, and investor- or board-related events.
• Manage logistics for leadership offsites, strategic retreats, and cross-functional summits.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED