Executive Assistant to Division Executive

Worldpay•Atlanta, GA

1d•Hybrid

About The Position

The Executive Assistant (EA) provides high-level, strategic, and administrative support to three Executive Leads, operating in a 1:3 support model. The EA acts as a trusted partner to each supported leader, enabling executive effectiveness by optimizing time, supporting sound decision-making, and ensuring operational rigor. This role requires exceptional prioritization, discretion, and judgment. The EA balances the needs of multiple senior leaders while working within clearly defined expectations, policies, and governance frameworks. The Executive Assistant supports three Executive Leads concurrently. Support is leader-focused and is not intended to extend to broader teams as standard. The EA partners closely with each supported Executive Lead to understand priorities, objectives, and preferred working styles. Weekly connection points and clear prioritization are essential to ensuring the success of this multi-leader model.

Requirements

Experience supporting senior executives in a complex, matrixed organization
Demonstrated ability to support multiple senior leaders simultaneously
Exceptional organization, prioritization, and time-management skills
Strong judgment and discretion when handling confidential information
Excellent written and verbal communication skills
Proactive, solution-oriented mindset with high attention to detail
Proficiency with enterprise systems and collaboration tools (e.g., Workday, Oracle, Outlook, PowerPoint)

Responsibilities

Manage complex calendars for three Executive Leads, balancing competing priorities and acting as a gatekeeper for executive time.
Proactively assess meeting and scheduling requests to ensure alignment with business priorities and effective use of executive time.
Coordinate domestic and international travel, including bookings, approvals, accommodations, and ground transportation in accordance with Travel & Expense policy.
Prepare, submit, and track expense reports, purchase orders, and invoices in line with policy and timelines.
Act as a delegate in enterprise systems (including Workday, Oracle, and others), approving expense reports in accordance with company policy.
Provide coverage for other leaders within the organization, as required, to cover EA team absences providing detailed handovers to EA team members upon return.
Prepare and coordinate materials for leadership meetings, such as executive reviews, operating meetings, and board-level content.
Track key deliverables, action items, and follow-ups across supported Executive Leads.
Support executive communications, including drafting emails, presentations, and briefing materials.
Coordinate cross-functional activities on behalf of Executive Leads, ensuring clarity, follow-through, and professionalism.
Handle highly sensitive and confidential information with discretion and sound judgment.
Plan and coordinate internal and external meetings, offsites, and customer or leadership events.
Manage logistics including venue selection, vendor coordination, budgeting, invitations, and attendee communication.
When Executive Leads are visiting other office locations, coordinate meeting rooms, catering, travel logistics, and local arrangements.
Support onboarding for new hires within the supported Executive Leads’ organization (i.e. direct report roles).
Coordinate first-day logistics and provide guidance to new team members on processes, tools and ways of working.
Operates within a clearly defined scope of responsibilities, aligned to the EA Playbook.
Works in partnership with supported Executive Leads, adapting support based on business cycles and priorities.
Adheres to company policies, governance, and hybrid working expectations (2–3 days in office).
Provides coverage planning and effective handovers to ensure continuity of support.