Executive Assistant

We are seeking a proactive, organized, and detail-oriented Executive Assistant to support the executive leadership team, consisting of our CEO, CFO, VP of RAQA, and Director of HR. The ideal candidate will be responsible for providing high-level administrative support to ensure the smooth operation of the executive office. This includes managing schedules, communications, projects, and special assignments in a fast-paced and dynamic environment

Administrative Support

• Manage and maintain executive calendars, including scheduling appointments, meetings, and travel arrangements for them and the departments.
• Prepare and edit documents, presentations, and reports for meetings.
• Coordinate and organize meetings, conferences, and events, including travel arrangements, logistics and follow-up.

Communication

• Act as a liaison between the executive team and internal/external stakeholders.
• Handle confidential and sensitive information with the highest level of discretion and professionalism.
• Draft and send correspondence on behalf of the executive.
• Project Management:
• Assist in the planning and coordination of key projects, ensuring deadlines are met.
• Track and follow up on action items and deliverables to ensure successful completion.
• Travel and Logistics:
• Organize domestic and international travel arrangements, including flights, accommodations, and transportation.
• Prepare itineraries and ensure travel details are executed smoothly.
• Office Operations:
• Handle other administrative tasks as required.
• Work with Administrative Assistant to ensure efficient operations of office

Qualifications

• Bachelor’s degree or equivalent experience
• Proficient in Microsoft Office suite
• Experience in managing multiple priorities, administrative coordination, and logistics
• Well-organized, detail-oriented, ability to multi-task with great follow-up skills
• Strong written and verbal communication skills

Physical Requirements

• Business casual attire
• Occasionally requires attending corporate functions
• This role is based in an office environment (two possible offices within 10 minutes of each other) with occasional remote work flexibility
• May require occasional overtime or availability outside standard business hours.
• Ability to lift or be able to lift up to 25 lbs.
• Required travel (5%)