Executive Assistant (Temporary On Call)

PeopleTec, Inc.•Huntsville, AL

About The Position

PeopleTec seeks an experienced Executive Assistant to provide comprehensive administrative and executive-level support to senior leadership. This role extends beyond traditional administrative duties and is best suited to a seasoned professional with sound judgment, discretion, strong communication skills, and the ability to operate independently in a dynamic, fast-paced environment. The ideal candidate is a trusted partner to executive leadership—someone who anticipates needs, manages sensitive matters, communicates with credibility, and adapts their approach to support the leader and the organization effectively. Overall fit, professionalism, and demonstrated experience are paramount.

Requirements

Demonstrated experience supporting executive or senior leadership in an administrative or executive assistant capacity.
Strong organizational, prioritization, and problem-solving skills with the ability to operate independently.
Excellent written and verbal communication skills, including professional drafting and editing.
Proven ability to handle confidential information with discretion, integrity, and sound judgment.
Proficiency with standard productivity tools such as Microsoft Office and/or Google Workspace.
Ability to manage multiple priorities in a fast-paced environment while maintaining attention to detail.
A minimum of three to five years of relevant professional experience.

Nice To Haves

Experience preparing executive briefings, talking points, or speeches.
Familiarity with basic graphic or presentation tools (e.g., PowerPoint, Canva, Adobe Acrobat, or similar).
Experience evaluating administrative processes and recommending improvements.
Exposure to budget tracking, reporting, or operational data coordination.

Responsibilities

Provide high-level administrative support to executive leadership, independently handling complex and sensitive matters that do not require direct executive involvement.
Serve as a trusted liaison between the executive and internal and external stakeholders, accurately conveying executive viewpoints on organizational priorities and initiatives.
Manage communications with senior-level individuals from national or international organizations, exercising discretion, diplomacy, and sound judgment.
In the executive’s absence, ensure requests for action or information are appropriately delegated, tracked, and completed.
Interpret requests, prioritize actions, and determine when executive notification or escalation is required, including urgent or time-sensitive matters.
Plan, coordinate, and organize meetings, conferences, and events; arrange logistics and staff participation using independent judgment.
Attend meetings as needed, take clear and comprehensive notes, track executive commitments, and ensure timely follow-through by appropriate stakeholders.
When delegated, represent the executive at meetings and articulate executive viewpoints with professionalism and accuracy.
Draft, review, edit, and finalize correspondence, reports, talking points, speeches, and briefing materials.
Review outgoing correspondence prepared for executive approval, identifying inconsistencies with executive intent or organizational policy.
Compose and, when authorized, sign correspondence on behalf of the executive.
Provide proofreading and light editing support to ensure clarity, accuracy, consistency, and professional tone.
Evaluate administrative workflows, record-keeping systems, and office processes to identify opportunities for improvement.
Develop, refine, or implement procedures that enhance efficiency, organization, and effectiveness.
Prepare administrative and operational reports, including summaries, findings, and recommendations.
Coordinate the collection and preparation of operating data such as budget tracking, expenditures, and performance metrics.
Support the interpretation and communication of operating policies as directed by leadership.
Provide basic graphic and formatting support for presentations, reports, and executive materials.
Assist with document layout, presentation quality, and visual clarity using standard office and creative tools