Executive Assistant

Role Summary
As the Executive Assistant to the COO and SVP of Branding you will provide high-level administrative and operational support ensuring smooth day to day execution. This role requires strong organization discretion and follow-through. You will manage scheduling travel expenses meeting logistics and support operating cadences including meeting minutes weekly updates and SOP maintenance.

What you’ll be doing:

Administrative and Executive Support

• Manage calendars maintaining a clean view at least 2 weeks out at a time.

• Schedule meetings and create calendar invitations ensuring acceptance book conference rooms and provide Zoom links where needed.

• Book flights and hotels for business-related travel and support itinerary planning as needed.

• Keep track of business-related purchases and expenses and coordinate with Accounting for reimbursement or payment.

• Prepare documents presentations and reports for the executives including PowerPoint and Excel.

• Mail and ship packages via USPS or FedEx as needed.

• Maintain a high level of confidentiality and handle sensitive information with professionalism.

Meetings and Coordination

• Attend meetings with executives and write meeting minutes as requested

• Coordinate meeting logistics including setup note-taking action items and follow-ups

• Order meals for meetings as needed

• Support department celebrations outings and internal moments as needed

• Support group gifting as needed (birthdays baby showers housewarmings etc.)

• Serve as back-up for Talent Management administrative support and assist with corporate event planning and office administrative tasks as needed

Ops and Branding Support

• Manage and lead tasks within the Ops and Branding teams and drive follow-through

• Support ad hoc and special projects including research coordination and execution support

• Maintain and update SOPs to keep workflows current documented and repeatable

Operating Cadence and SOP Expectations

• Check in with the COO and VP of Branding before leaving work to confirm last-minute needs

• Provide updates on projects currently in motion

• Send weekly updates via Lattice

• Remind the COO and VP of Branding of interviews and important meetings

What you bring to the table:

• Strong organizational skills and ability to manage multiple priorities in a fast-paced environment

• Proactive mindset strong judgment and ability to anticipate needs

• Strong written and verbal communication skills and comfort working cross-functionally with senior leaders

• Proficiency with Outlook PowerPoint and Excel and comfort learning new systems

• High discretion professionalism and reliability with confidential information

Preferred Qualifications

• Prior executive support experience including calendar management travel coordination and meeting logistics