Executive Assistant

POSITION SUMMARY

Provide high-level administrative and strategic support to senior executives in a fast-paced, highly visible, relationship-driven environment. This pivotal role requires executive partnership, operational excellence, and sound judgment. As a trusted partner, the Executive Assistant will help advance strategic priorities by managing complex schedules, coordinating high-impact initiatives, anticipating needs, and protecting executive time while ensuring seamless communication across teams. This onsite role requires in-office presence to support executives and team operations effectively while serving as a professional representative of leadership and a steward of the companys culture. The ideal candidate is proactive, highly responsive, and capable of producing executive-ready work with minimal direction.

• Provide dedicated executive support to the Chief Human Resource Officer, SVP Marketing & Brand, and SVP Enterprise Communications
• Report to the Executive Assistant to the CEO & COO, while partnering closely with supported executives on day-to-day support needs
• Partner with internal and external stakeholders, including executive clients and Executive Assistants, to ensure aligned and effective support
• Collaborate with Executive Assistants, Office Managers, and leadership to coordinate calendars, administrative operations, and cross-functional support, while flexing to meet broader business needs as appropriate.

RESPONSIBILITIES

• Serve as a strategic partner to executives by managing up, anticipating needs, and increasing their effectiveness, focus, and efficiency
• Manage executive email, tasks, and priorities with sound judgment, helping organize competing demands and drive timely follow-through while exercising discretion in triaging issues and escalating appropriately
• Serve as a trusted extension of executives by facilitating communication, supporting client and stakeholder relationships, and helping align teams to execute department and company strategies
• Draft key internal and external communications with executive intention, voice, and professionalism
• Prepare business correspondence, presentations, agendas, briefing materials, summaries, and confidential materials with accuracy, polish, and discretion
• Provide accurate, thoughtful, and timely management of complex executive calendars
• Partner with executives on upcoming meetings, events, and priorities to develop action plans, communications strategies, and ensure preparedness
• Minimize last-minute changes and downstream impacts while maximizing productivity, readiness, and alignment
• Make strategic tradeoff decisions related to scheduling, timing, and competing priorities
• Coordinate complex travel, lodging, and logistics with a high degree of accuracy, foresight, and responsiveness
• Prepare, reconcile, and process expense reports accurately and in a timely manner
• Anticipate travel-related issues and proactively adjust plans while keeping key stakeholders informed
• Ensure executives are consistently organized, informed, and prepared to lead effectively
• Communicate new information, status updates, key decisions, and outcomes in a timely and professional manner
• Manage electronic files, communication tools, and key materials to ensure information, tasks, notes, and documents are organized, accessible, and actionable
• Research, track, and maintain information that supports executive decision-making, planning, and follow-through
• Lead the project management of meetings, tasks, events, and initiatives to drive successful outcomes
• Drive thorough planning, disciplined execution, and thoughtful communication across meetings, events, and initiatives
• Events include but are not limited to meetings, lunch/dinners, interviews, video and phone conferences, seminars, special events, fundraisers, and team building activities
• Independently manage timelines, logistics, stakeholder communication, and follow-up to ensure high-quality execution
• Collaborate with the administrative support team to delegate work effectively, optimize resources, and strengthen overall team efficiency
• Partner with the administrative team to support office operations, execute events and initiative rollouts, and provide dependable backup coverage as needed
• Provide support on day-to-day tasks, projects, and other needs as they arise.

QUALIFICATIONS

• 7+ years of Executive Assistant experience in a 500+ employee company, including at least 3 years supporting vice president level or above in a highly visible, relationship-driven environment
• Strong time management and organizational skills, with the ability to support multiple executives, balance competing priorities in a fast-paced environment, and consistently meet critical deadlines
• Proven experience in meeting and event planning, execution, and complex travel coordination
• Excellent written and verbal communication skills, including active listening, accurate note-taking, professional correspondence, and thorough follow-through, with demonstrated ability to maintain the highest levels of confidentiality and discretion
• Proven project management experience, with a flexible, resourceful, and proactive approach to managing diverse responsibilities
• Strong big-picture thinking with the ability to connect relationships between information, people, and events while maintaining exceptional attention to detail
• Excellent analytical and research skills, with the ability to proactively anticipate needs, identify issues, and drive strategic, solution-oriented decision-making
• Strong interpersonal skills with the ability to build trust, foster relationships, and support high-performing executive partnerships with integrity, emotional intelligence, and situational awareness
• Demonstrated executive presence, diplomacy, and sound judgment, with the ability to work effectively with senior leaders, peers, and external stakeholders and remain calm, composed, and solutions-oriented under pressure while representing leadership with credibility
• High proficiency in Microsoft Outlook for calendaring, with strong skills in Word, Excel, SharePoint, Teams, OneNote, and PowerPoint; experience with AI tools is a plus, particularly tools that support drafting, summarization, research, and workflow efficiency
• Flexibility to work non-traditional hours as needed
• Commitment to upholding and embodying McCarthys core values in daily responsibilities, interactions, and team collaboration.