Executive Assistant

NextGen Security•Exton, PA

15d

About The Position

The Executive Assistant provides high-level administrative and strategic support to executive leadership and serves as a trusted business partner. The role manages executive calendars, meetings, travel, confidential information, communications, presentations, and executive office activities, helping leaders focus on strategic priorities while maintaining organizational effectiveness and professionalism. The position reports directly to the Sr VP of Human Resources. Responsibilities include managing complex schedules; coordinating leadership and board meetings, agendas, materials, logistics, notes, and follow-up; screening and responding to communications, particularly with the PE partner; preparing correspondence, reports, presentations, and meeting materials; supporting strategic initiatives and cross-functional priorities; arranging domestic travel and preparing itineraries; processing expense reports and reconciling corporate credit card transactions; serving as a point of contact for executives and stakeholders; maintaining executive files and records; and coordinating executive office operations.

Requirements

Associate's degree required.
At least 2 years of executive administrative support experience, preferably supporting C-suite executives.
Experience managing multiple priorities in a fast-paced environment.
Previous experience coordinating complex schedules, travel, and executive communications.
Exceptional organization and time management skills.
Advanced proficiency in Microsoft Office 365, including Outlook, Word, Excel, PowerPoint, and Teams.
Strong written and verbal communication skills.
Ability to exercise sound judgment and maintain strict confidentiality.
Strong project coordination and problem-solving abilities.
Ability to anticipate needs and work independently with minimal supervision.
Professional demeanor and executive presence.
High attention to detail and commitment to accuracy.

Nice To Haves

Bachelor's degree.
Relevant administrative certifications.

Responsibilities

Manage complex executive calendars, schedules, and appointments.
Coordinate internal and external meetings, including agendas, materials, logistics, and follow-up actions.
Screen, prioritize, and respond to communications on behalf of executives as appropriate, particularly with the PE partner.
Prepare correspondence, reports, presentations, and meeting materials.
Anticipate executive needs and proactively resolve scheduling or administrative challenges.
Schedule and coordinate leadership meetings and board meetings.
Take meeting notes and distribute action items and follow-up communications.
Assist with special initiatives and strategic projects as assigned.
Coordinate cross-functional activities to ensure timely completion of executive priorities.
Arrange domestic travel, including flights, hotels, transportation, and itineraries.
Prepare detailed travel schedules and supporting documentation.
Process expense reports and reconcile corporate credit card transactions.
Serve as a primary point of contact between executives, employees, clients, vendors, and business partners.
Build and maintain positive relationships across all levels of the organization.
Handle sensitive and confidential information with the highest degree of discretion and professionalism.
Draft communications, announcements, and presentations on behalf of executive leadership.
Maintain executive files, records, and documentation.
Coordinate executive office operations and administrative processes.
Support organizational initiatives and administrative projects as needed.