Executive Personal Assistant

We are seeking a highly experienced, detail-oriented, and service-driven Executive / Personal Assistant to provide comprehensive support to senior leadership in a fast-paced, high-performance organization. This is a high-visibility role that requires exceptional professionalism, discretion, and the ability to anticipate needs before they arise. The ideal candidate thrives in a dynamic environment, understands the importance of executive time management, and takes ownership of ensuring operations behind the scenes run seamlessly. This individual will serve as a trusted partner to leadership—managing both professional and personal logistics with efficiency and precision.

This role provides direct support to multiple senior executives and plays a critical role in optimizing their time, focus, and productivity. You will manage complex scheduling, oversee communication flow, coordinate travel and logistics, and handle personal matters with the utmost confidentiality.

Success in this position requires strong judgment, executive presence, and the ability to pivot quickly while maintaining composure and attention to detail.

Core Responsibilities

Executive Calendar & Strategic Time Management

• Own and manage complex, ever-changing calendars for multiple senior leaders
• Evaluate, prioritize, and gatekeep meeting requests to align with business objectives
• Anticipate scheduling conflicts and proactively resolve them before they impact workflow
• Ensure executives are prepared for meetings with appropriate materials, background information, and briefings
• Coordinate cross-functional meetings and ensure appropriate stakeholders are included

Communication & Stakeholder Coordination

• Serve as a primary liaison between executives and internal/external stakeholders
• Screen and manage inbound communications, ensuring urgent matters are escalated appropriately
• Draft, review, and manage professional correspondence on behalf of executives
• Maintain a high level of responsiveness, including outside traditional business hours when needed
• Represent leadership with professionalism and sound judgment

Travel & Logistics Management

• Arrange complex domestic and international travel itineraries
• Coordinate flights, ground transportation, lodging, dining reservations, and meeting logistics
• Prepare detailed travel schedules and contingency plans
• Manage expense reporting and related documentation

Operational & Administrative Support

• Maintain organized digital and physical records
• Prepare reports, presentations, and documentation as needed
• Track deadlines, action items, and follow-ups to ensure nothing falls through the cracks
• Support event coordination, executive offsites, and leadership meetings
• Oversee day-to-day logistics including meals, reservations, and office coordination

Personal Assistance

• Manage personal appointments, scheduling, and ad hoc tasks
• Anticipate personal preferences and proactively plan accordingly
• Execute special projects and time-sensitive requests with discretion
• Seek continuous ways to improve efficiency and simplify executive workloads

Required Qualifications

• 5+ years of experience in Executive Assistant and/or Personal Assistant roles
• Demonstrated experience supporting two or more senior executives simultaneously
• Strong executive presence with exceptional professionalism in demeanor and appearance
• Advanced calendar management and scheduling expertise
• Excellent written and verbal communication skills
• Strong organizational, filing, and documentation abilities
• Outstanding time management and problem-solving skills
• Ability to prioritize competing demands in a fast-paced environment
• High level of discretion and confidentiality
• Advanced proficiency in Microsoft Office Suite and standard business tools

Preferred Attributes

• Experience supporting C-suite leadership
• Ability to operate independently with minimal supervision
• Strong critical thinking and sound decision-making ability
• Flexible and adaptable mindset
• Calm under pressure with strong emotional intelligence
• Proactive, resourceful, and solutions-oriented

Performance Expectations

• Executives’ time is optimized and aligned with strategic priorities
• Schedules run smoothly with minimal last-minute disruptions
• Travel and logistics are executed flawlessly
• Communication is professional, clear, and timely
• Confidential matters are handled with absolute discretion
• Leadership can focus on strategic decision-making without administrative distraction