Executive Assistant I

The Executive Assistant I provides essential administrative and operational support that helps ensure the smooth day-to-day functioning of the office and supports leaders and teams as needed. This role is responsible for managing schedules, coordinating logistics, supporting travel and expense processes, and assisting with office administration activities in a fast-paced professional services environment.

The Executive Assistant I operates within established processes and priorities, executing administrative tasks with accuracy, professionalism, and discretion. This role works closely with the office administration team and serves as a reliable point of coordination and backup support to ensure consistent office operations.

• Prepare and organize background materials and supporting documents for meetings, appointments, and interviews based on direction provided.
• Maintain calendars for assigned leaders or shared resources by scheduling meetings and appointments based on established priorities, direction, and availability.
• Identify scheduling conflicts and propose options for review, escalating competing priorities and final decisions as appropriate.
• Coordinate logistics for internal and client meetings, conference calls, and offsite appointments, including scheduling, confirmations, room setup, and materials preparation.
• Arrange business travel, including flights, lodging, and ground transportation, in accordance with documented preferences and company guidelines; escalate complex changes or exceptions as needed.
• Track, prepare, and submit expense reports accurately and on time, ensuring compliance with company policies.
• Maintain organized systems for communications, files, and meeting notes.
• Draft routine email correspondence and meeting communications with review and approval as required.
• Handle sensitive information with care and discretion, escalating confidential or complex inquiries appropriately.
• Provide direct support and backup to the office administration team, including assisting with office operations, events, supplies, facilities coordination, and day-to-day administrative needs.

Education

Minimum: High school diploma or equivalent. 

Preferred: Bachelor’s degree in Business Administration, Management, Communications, Public Administration, Liberal Arts, or other related field. Recent graduates are encouraged to apply!

Work Experience

Minimum: Experience demonstrating reliability, attention to detail, professionalism, and the ability to follow established processes while supporting administrative, scheduling, or office operations.

Preferred: Experience gained through office administration, administrative support roles, internships, campus employment, or customer-facing positions involving scheduling, coordination, documentation, or day-to-day office operations.

Required Skills, Knowledge, and Abilities

Minimum:

• Strong organizational skills with the ability to manage multiple tasks accurately and on time within established priorities.
• Clear, professional written and verbal communication skills.
• Attention to detail and commitment to accuracy and follow-through.
• Ability to follow established processes, instructions, and guidelines while knowing when to escalate questions or issues.
• Professionalism and discretion when handling sensitive information.
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint), with the ability to learn new tools and systems.

Preferred:

• Experience supporting office operations, shared services, or administrative functions in a professional environment.
• Comfort interacting with a variety of stakeholders in a service-oriented, team-based setting.
• Ability to adapt to changing tasks and priorities with guidance.

The annual salary range for this position is $50,000 - $65,000, commensurate with skills and relevant experience.