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Executive Assistant

WYLD
Clackamas, USA
Full-time
Entry
Onsite
USD 70000-90000 yearly
Discovered 1 months ago

Full Job Posting

Duties And Responsibilities

  • Manage complex executive calendars, appointments, and scheduling while balancing competing business and personal priorities.
  • Coordinate executive meetings, including scheduling attendees, preparing agendas and materials, reserving meeting space, and documenting meeting notes and action items.
  • Coordinate domestic and international travel arrangements, including itineraries, transportation, accommodations, and travel logistics.
  • Assist in preparing, editing and distributing executive correspondence, presentations, reports, and other business documents.
  • Prepare and submit executive expense reports and supporting documentation in accordance with company policies.
  • Coordinate personal appointments, scheduling, reservations, and day-to-day personal logistics for assigned executives.
  • Assist with personal errands and administrative tasks, including coordinating household services, fleet maintenance, pet care and veterinary appointments, and other personal responsibilities as needed.
  • Coordinate personal travel arrangements and related logistics.
  • Manage executive fleet administration, including vehicle registrations, maintenance scheduling, insurance documentation, and service coordination.
  • Anticipate executive needs and proactively resolve scheduling conflicts and logistical challenges to ensure seamless daily operations.
  • Coordinate executive initiatives by tracking action items, deadlines, deliverables, and follow-up activities.
  • Partner with leaders across the organization to gather information, coordinate priorities, and facilitate timely communication.
  • Assist with planning and coordinating executive meetings, leadership off-sites, company events, and special projects.
  • Monitor project timelines and proactively follow up to ensure commitments and deliverables remain on track.
  • Identify opportunities to improve administrative processes and enhance executive support services.
  • Serve as a professional point of contact for executive communications with internal and external stakeholders.
  • Handle confidential business and personal information with discretion, integrity, and sound judgment.
  • Screen and prioritize communications, correspondence, and requests on behalf of executive leadership.
  • Build and maintain positive working relationships with employees, customers, vendors, and business partners.
  • Additional duties and responsibilities may be assigned based on business needs

Qualifications

  • 2+ years of experience providing executive, administrative, or project coordination support to senior leaders.
  • Experience managing executive calendars, coordinating travel, preparing meeting materials, and supporting confidential communications.
  • Experience coordinating multiple priorities and projects in a fast-paced environment.
  • Exceptional organizational, time management, and multitasking skills.
  • Strong written and verbal communication skills with the ability to interact professionally with all levels of the organization.
  • Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.
  • Strong attention to detail with excellent follow-through and problem-solving abilities.
  • Proficiency with Microsoft Office Suite, Google Workspace, and business collaboration tools.
  • Ability to work independently, anticipate needs, and adapt to changing priorities with minimal direction.
  • Professional demeanor with a strong customer service mindset and commitment to supporting executive leadership.
  • Must be at least 21 years of age, as required by applicable state regulations.
  • Must successfully complete a pre-employment background check, where permitted by law.
  • Must obtain and maintain all licenses, permits, certifications, or registrations required by applicable federal, state, provincial, or local laws and regulations.
  • ServSafe Certification or Food Handler's Card is preferred, where applicable.
  • Compliance with all company safety, sanitation, quality, and food safety policies is required at all times.
  • Must be willing to work a flexible schedule.

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