Executive Assistant II (Hybrid & Remote Options available)
About The Position
The Executive Assistant II provides essential administrative and organizational support to one or more of our A+E teams, reporting to an Executive Member. This role helps keep day-to-day operations, schedules, and team processes running smoothly in a fast-paced, highly collaborative environment. The ideal candidate is proactive, highly organized, tech-savvy, and comfortable using modern tools (including AI-enabled tools) to work efficiently, communicate clearly, and manage shifting priorities with discretion and professionalism. We currently have 2 open opportunities that all candidates will be considered for. Some roles may have in office requirements.
Requirements
- At least 5 years of supporting an executive or team in a corporate environment
- Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and comfort with collaboration tools and digital platforms.
- Strong organizational, time management, and follow-through skills; ability to manage multiple tasks and shifting priorities.
- Interest in (or experience using) AI tools to support administrative and organizational work.
Nice To Haves
- Proactive, detail-oriented, and exceptionally strong at tracking multiple moving pieces, anticipating needs, and following up reliably.
- Clear, professional written and verbal communicator with strong proofreading skills.
- Tech- and systems-savvy; quick to learn new tools, processes, and platforms; including interest or experience with using AI tools to support administrative and organizational work.
- Demonstrates maturity, discretion, and good judgment when working with sensitive materials and senior stakeholders.
- Positive, solution-oriented team player who can work independently while collaborating closely with others.
- Strong organizational, time management, and follow-through skills; ability to manage multiple tasks and shifting priorities.
Responsibilities
- Provide comprehensive administrative support to a team, helping maintain momentum across multiple projects and stakeholders.
- Manage calendars, schedule meetings, and coordinate logistics for virtual and in-person meetings, including agendas, materials, notes/summaries, and follow-ups.
- Serve as a key point of contact for internal partners and external vendors/production partners; communicate professionally with senior stakeholders.
- Coordinate travel as needed and prepare/submit expense reports in company systems.
- Recommend and implement process improvements that increase team efficiency and strengthen day-to-day workflows.
- Support meeting logistics as needed (room setup, catering coordination, and liaising with on-site teams).
- Assist with special projects, research, reporting, and presentations, ensuring priorities are managed and deadlines are met.
- Leverage AI-enabled tools to streamline administrative work (e.g., drafting documents, organizing information, summarizing materials, and improving workflow efficiency).
- Maintain discretion and sound judgment while handling confidential, sensitive, and/or time-sensitive information.
Benefits
- healthcare coverage
- 401k matching
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What This Job Offers
Job Type
Full-time
Career Level
Executive
Education Level
No Education Listed
