Executive Assistant
About The Position
The Executive Assistant serves as a trusted operational partner to the CEO and Executive Committee, ensuring leaders can focus on the highest-value work while the day-to-day logistics, coordination, and operational details are handled seamlessly. This role is equal parts executive support, project coordination, operational problem solving, and agency facilitation. Success requires exceptional organization, sound judgment, discretion, attention to detail, and the ability to anticipate needs before they arise. The Executive Assistant works closely with leaders across Human Resources, Finance, Operations, Office Management, IT, and other agency teams to help coordinate initiatives, remove roadblocks, and ensure the Executive Committee operates efficiently. The ideal candidate is proactive rather than reactive, enjoys bringing order to complexity, and is energized by helping a fast-moving leadership team and agency operate at its best.
Requirements
- 5+ years supporting senior executives in a professional services, consulting, healthcare communications, marketing, or agency environment
- Experience supporting multiple executives simultaneously
- Outstanding organizational and project management skills
- Excellent written and verbal communication skills
- Strong PowerPoint and presentation development capabilities
- Proficiency with Google Workspace and Microsoft Office
- Exceptional attention to detail and follow-through
- High level of discretion and professionalism
- Ability to manage multiple priorities in a fast-paced environment
Nice To Haves
- AI Curiosity, knowledge and application experience as it relates to exec support a bonus
Responsibilities
- Manage complex calendars for the CEO and Executive Committee members
- Coordinate meetings across internal and external stakeholders while balancing competing priorities
- Protect executive focus time and proactively manage scheduling conflicts
- Arrange domestic and international travel, including itineraries, transportation, accommodations, and contingency planning
- Prepare and reconcile expense reports
- Track and submit executive timesheets and administrative requirements
- Prepare agendas, meeting materials, and follow-up action items
- Exercise discretion when handling confidential and sensitive information
- Build, edit, and polish executive presentations in PowerPoint and Google Slides
- Prepare leadership materials for Executive Committee meetings, client meetings, agency communications, and presentations
- Coordinate document approvals, signatures, and distribution
- Maintain organized digital files and shared resources
- Ensure meeting materials are accurate, complete, and delivered on time
- Partner with Human Resources on onboarding logistics, leadership communications, employee events, and Executive Committee initiatives
- Partner with Finance on expense reporting, purchasing, budget coordination, and administrative processes
- Partner with Operations on agency initiatives, operational projects, leadership meetings, and process improvements
- Partner with Office Management and IT to coordinate workplace needs, technology support, office logistics, vendor relationships, and executive events
- Collaborate with agency teams to move initiatives forward and ensure effective coordination across the business
- Coordinate logistics for in-person and virtual meetings, workshops, offsites, town halls, and agency events
- Arrange meeting space, catering, audiovisual support, travel, and vendors
- Coordinate Executive Committee meetings and leadership offsites
- Support a welcoming, organized, and efficient office environment
- Assist with agency celebrations, recognition events, and internal communications
- Coordinate logistics for new business pitches and presentations
- Assemble and quality-check presentation materials
- Coordinate travel, scheduling, catering, shipping, and meeting logistics for pitch teams
- Help ensure deadlines are met and materials are presentation-ready
- Identify opportunities to improve administrative and operational workflows
- Anticipate executive and agency needs before they become issues
- Recommend tools, templates, and approaches that improve efficiency
- Identify opportunities to streamline processes and enhance Executive Committee effectiveness
- Take initiative to solve problems and continuously improve agency operations
Benefits
- Professional growth and development programs to help advance your career
- Comprehensive health care and wellness plans for your entire family
- A 401(k) Savings Plan and Flexible Spending Accounts
- Paid holidays, Unlimited Paid Time Off (Personal, Sick, Vacation), and Summer Fridays and Sabbatical Leave
- Family Leave
- Well-Being Programs
- Commuter Benefits
- fully paid medical, dental and vision
- a rich 401(k) match with immediate vesting
- generous paid time off and sabbatical leave
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What This Job Offers
Job Type
Full-time
Career Level
Executive
Education Level
No Education Listed
