Job Description
Job DescriptionWe are looking for an Executive Assistant to provide high-level administrative and operational support in our office. This contract position with potential for a permanent role is ideal for someone who thrives in a fast-moving environment, communicates proactively, and can manage competing priorities with minimal direction. The role combines executive support, coordination of travel and meetings, and assistance with recruiting-related activities while handling sensitive information with professionalism and discretion.
Responsibilities:
• Manage complex executive calendars, prioritize scheduling needs, and coordinate meetings across internal and external stakeholders.
• Arrange business travel from start to finish, including flights, lodging, ground transportation, and detailed itineraries.
• Prepare and submit expense reports, track invoices, and support vendor payment processing with accuracy and timeliness.
• Provide day-to-day administrative support by anticipating needs, sharing regular updates, and escalating issues before they become urgent.
• Assist with recruiting coordination by supporting candidate scheduling, sourcing activities, screening logistics, and applicant tracking system updates.
• Draft, edit, and format correspondence, reports, and other business documents using a tone appropriate for both internal and external audiences.
• Partner closely with leadership to keep priorities organized and ensure meetings, follow-ups, and action items stay on track.
• Maintain confidentiality while handling sensitive business information and executive communications.
• Support onsite office operations Monday through Friday and contribute to a responsive, high-accountability work environment.• At least 3 years of experience in an Executive Assistant role, recruiting coordination, or another independent support position with significant ownership.
• Demonstrated success managing calendars and coordinating business travel, including booking flights, hotels, and multi-stop itineraries.
• Experience processing expense reports, invoices, and vendor-related payments.
• Familiarity with recruiting support activities and applicant tracking systems such as Jazz, Greenhouse, iCIMS, or comparable platforms.
• Advanced proficiency in Microsoft Word and Excel.
• Strong written and verbal communication skills with the ability to adjust style based on audience and situation.
• Proven ability to work autonomously in a fast-paced setting while remaining organized, proactive, and detail-oriented.
• High level of discretion and sound judgment when handling confidential information.