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

• Manage the director’s calendar based on events, schedules, and appointments.
• Prioritize requests, resolve scheduling conflicts, and optimize time for strategic work.
• Coordinate internal and external meetings across multiple time zones as needed.

2. Travel Arrangements

• Book flights, hotels, taxis, and ground transportation; handle changes and cancellations.
• Manage international visa documentation and appointment scheduling as required.
• Schedule meetings around travel to maintain calendar integrity.
• Develop comprehensive travel itineraries, including train routes for international travel where applicable.
• Prepare travel expense reports and ensure policy compliance.

3. Email and Communications

• Receive, triage, prioritize, and respond to emails on behalf of the director as appropriate.
• Draft professional correspondence and ensure timely communication with internal and external stakeholders.

4. Policy Design and Governance

• Assist in designing, updating, and disseminating organizational policies and procedures.
• Ensure alignment with compliance, confidentiality, and information security standards.

5. Stakeholder and Internal Communications

• Serve as a liaison with OEMs, vendors, and stakeholders.
• Prepare presentations, monthly reports, and marketing plan materials for OEMs and key stakeholders.
• Facilitate effective communication between the Director and other departments.

6. Weekly Meetings and Reporting

• Organize and facilitate weekly leadership meetings; gather and prepare documents and agendas.
• Oversee reporting from direct reports and ensure action items are followed up.

7. Expense Management

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

8. Confidentiality and Risk Management

• Maintain strict confidentiality of all discussions, decisions, and sensitive information.
• Uphold NDA and information classification practices; manage sensitive documents securely

9. Project Execution

• Support or lead cross-functional projects as assigned; track milestones, timelines, risks, and dependencies.
• Coordinate with stakeholders to ensure timely delivery and alignment with strategic goals.

10. MIS and Reporting

• Support the creation and maintenance of management information systems (MIS), dashboards, and executive updates.
• Gather data, perform basic analysis, and present insights to leadership.

11. Additional Duties

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

12. Travel Readiness

• 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.