Executive Assistant

Role Description

We are seeking an experienced Chief Executive Assistant to provide strategic, high-level support to our Director(s) and executive leadership. The ideal candidate will be a trusted partner capable of managing complex calendars, travel, communications, project coordination, and confidential information in a fast-paced, office-centered environment. This role requires exceptional organization, discretion, and the ability to influence through proactive problem-solving.

Key Responsibilities:

1. Calendar Management

2. Manage the director's calendar based on events, schedules, and appointments.

3. Prioritize requests, resolve scheduling conflicts, and optimize time for strategic work.

4. Coordinate internal and external meetings across multiple time zones as needed.

5. Travel Arrangements

6. Book flights, hotels, taxis, and ground transportation; handle changes and cancellations.

7. Manage international visa documentation and appointment scheduling as required.
8. Schedule meetings around travel to maintain calendar integrity.
9. Develop comprehensive travel itineraries, including train routes for international travel where applicable.

10. Prepare travel expense reports and ensure policy compliance.

11. Email and Communications

12. Receive, triage, prioritize, and respond to emails on behalf of the director as appropriate.

13. Draft professional correspondence and ensure timely communication with internal and external stakeholders.

14. Policy Design and Governance

15. Assist in designing, updating, and disseminating organizational policies and procedures.

16. Ensure alignment with compliance, confidentiality, and information security standards.

17. Stakeholder and Internal Communications

18. Serve as a liaison with OEMs, vendors, and stakeholders.

19. Prepare presentations, monthly reports, and marketing plan materials for OEMs and key stakeholders.

20. Facilitate effective communication between the Director and other departments.

21. Weekly Meetings and Reporting

22. Organize and facilitate weekly leadership meetings; gather and prepare documents and agendas.

23. Oversee reporting from direct reports and ensure action items are followed up.

24. Expense Management

25. Prepare and submit expense reports for the director; monitor budget adherence and compliance with policy.

26. Confidentiality and Risk Management

27. Maintain strict confidentiality of all discussions, decisions, and sensitive information.

28. Uphold NDA and information classification practices; manage sensitive documents securely

29. Project Execution

30. Support or lead cross-functional projects as assigned; track milestones, timelines, risks, and dependencies.

31. Coordinate with stakeholders to ensure timely delivery and alignment with strategic goals.

32. MIS and Reporting

33. Support the creation and maintenance of management information systems (MIS), dashboards, and executive updates.

34. Gather data, perform basic analysis, and present insights to leadership.

35. Additional Duties

36. Perform other duties as assigned by Directors; demonstrate flexibility and a proactive, can-do attitude.

37. Travel Readiness

38. Open to travel as required to support executives and business needs.

Qualifications:

• 4+ years of experience in a role supporting C-level executives in a high-trust, strategic role
• EA/Executive Assistant will be valuable.
• Proven track record in calendar management, travel planning, and email management at the executive level.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); strong numerical/analytical skills for basic MIS and expense reporting.
• Excellent written and verbal communication; ability to interact effectively with executives, vendors, OEMs, and internal teams.
• Strong organizational, prioritization, and problem-solving abilities; comfortable with ambiguity and changing priorities.
• Highest level of professionalism, discretion, and integrity; experience handling confidential information.
• Ability to work in-office with flexibility for occasional travel; comfortable coordinating across departments.
• Excellent stakeholder management and relationship-building skills.