Executive Assistant Jobs

About The Position

Requirements

• At least 2 years of related administrative experience supporting Vice Presidents or executives.
• Professional demeanor and a strong customer service mindset.
• Ability to work flexibly as a team player, manage pressure, prioritize tasks in a fast-paced environment, and maintain accuracy.
• Proficiency in Microsoft Office Suite, including Outlook, Word, PowerPoint, and Excel.
• Excellent verbal and written communication skills.
• Strong organizational and planning skills.
• Strong information-gathering and monitoring skills.
• Sound judgment and ability to make independent decisions.
• Self-starter able to work with minimal supervision.
• Strong sense of urgency and problem-solving skills.
• Ability to maintain a high degree of confidentiality.
• Ability to interact and communicate effectively with individuals at all levels of the organization.
• High degree of attention to detail.
• Ability to sit in the same location or stand and walk; stoop, climb, or lift light materials or equipment weighing 10–20 pounds.

Responsibilities

• Plan and schedule meetings, conferences, and teleconferences for Vice Presidents; arrange domestic and international travel, process visas as required by host countries, and prepare and submit expense reports.
• Prepare, edit, and distribute correspondence, communications, presentations, and other documents.
• Maintain executive schedules by planning and coordinating meetings, conferences, teleconferences, and travel.
• Record, transcribe, and distribute meeting minutes and action items as requested.
• File and retrieve documents and reference materials.
• Collect and analyze data to prepare reports and presentations.
• Lead project-based work as required by supported Vice Presidents.
• Monitor, screen, respond to, and distribute incoming communications.
• Arrange and coordinate meetings and events.
• Answer and manage incoming calls.
• Serve as a primary point of contact for visitors and guests at the Wilson Center, helping maintain a welcoming, professional, and organized environment.
• Help manage Wilson Center day-to-day needs, including office supplies, shared spaces, and general office coordination.
• Coordinate and assist with office activities and events, including team gatherings, happy hours, and employee engagement activities.
• Liaise with internal staff at all levels and interact with external clients, vendors, and visitors.
• Assist with special projects and other responsibilities assigned by supported Vice Presidents.

Benefits

• Medical, dental, and life insurance
• Company-paid short- and long-term disability
• Flexible spending accounts and dependent care options
• Vision and legal benefits
• Gym discounts and wellness clinics
• Tuition reimbursement for employees and their dependents
• Clear paths to promotion and internal mobility
• Training, coaching, and mentorship
• Development programs
• Paid vacation and holidays in the first year
• A culture that respects work-life balance