Executive Assistant Full-Time

Role Summary:

The Executive Assistant is responsible for providing comprehensive support to the CEO and the Leadership Team, managing global travel, calendars and meetings, coordinating events, supporting public affairs activities, and preparing for and administering board meetings. This role requires advanced computer skills, exceptional organizational abilities, and the capability to handle confidential information with discretion.

Role Responsibilities:

• Maintain and manage executive calendars including scheduling meetings, appointments, and travel arrangements.
• Coordinate and prioritize meeting requests and ensure the CEO or other executive members are aware of upcoming commitments and responsibilities.
• Organize and prepare materials for meetings, including agendas, presentations, and follow-up action items.
• Attend meetings, take detailed notes, and distribute minutes and action items promptly.
• Plan and coordinate company events, including logistics, invitations, and on-site management.
• Work with vendors and internal teams to ensure successful execution of events.
• Prepare and distribute board meeting agendas, materials, and minutes.
• Coordinate logistics for board meetings, including scheduling, travel arrangements, and accommodations.
• Maintain board records and ensure compliance with corporate governance requirements.
• Manage incoming and outgoing correspondence, including emails, phone calls, and mail.
• Prepare reports, presentations, and other documents as needed.
• Handle confidential information with discretion and maintain a high level of professionalism.
• Perform other duties as assigned by the CEO to ensure the smooth operation of the executive office.

Job Qualifications:

• 5+ years of executive administrative experience supporting leaders who function on a global landscape.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Ability to work independently and as part of a team.
• High attention to detail and accuracy.
• Ability to manage multiple priorities and adapt to changing demands.
• Discretion and confidentiality in handling sensitive information.
• Able and willing to work primarily office-based in Weirton, WV (3+ days per week) with some travel required. Travel is not anticipated to be more than 1 time per quarter and would likely align to Board meetings or other critical events.
• May require occasional evening or weekend work to meet deadlines or attend events.

Tagged as: calendar management, executive assistant, scheduling