Executive Assistant

Position Overview:

You are required to be in the office on Tuesdays and Thursdays.

The Executive Assistant is a force multiplier and operational partner to the Senior Executive Assistant, supporting the executive office of the President and Chief Financial Officer. This role focuses on event execution, communications support, administrative operations, and after-hours backup. The Executive Assistant reports to the Senior Executive Assistant and works under their strategic direction on all complex or executive-facing decisions. 

The Sr. EA retains ownership of calendar management, strategic cross-functional coordination, executive communications strategy, and complex vendor relationships. The Executive Assistant amplifies the Sr. EA's capacity by owning execution on defined operational areas. 

Key Responsibilities:

Event Coordination & Logistics: 

• Execute event planning and logistics under Sr. EA strategic direction, including departmental meetings, executive office events, and organization-wide initiatives (e.g., holiday parties, town halls, all-hands meetings) 
• Manage vendor coordination, catering, transportation, and on-site setup 
• Track RSVPs, attendee confirmations, and special accommodations 
• Ensure all prep materials for upcoming meetings are available and accounted for; track meeting attendees and flag status to Sr. EA to determine next steps 
• Ensure materials and run-of-show documents are available to President and CFO 
• Handle post-event follow-up and execute event troubleshooting and real-time problem-solving 
Communications Support & Coordination:

• Under the Sr EA guidance, the EA role will: 
• Manage routine email processing, routing, and responses 
• Coordinate scheduling emails, meeting confirmations, and calendar updates 
• Maintain communication logs and prepare executive communication summaries 
Calendar & Scheduling Support:

• Maintain calendar accuracy and update logistics for confirmed meetings 
• Monitor the calendar for conflicts and flag to Sr. EA immediately 
• Prepare weekly calendar reviews and highlight key activities for Sr. EA 
• Coordinate with external participants on scheduling logistics 
• Support scheduling calls and meeting coordination under Sr. EA direction 
Administrative Operations & Support: 

• Maintain OCFO filing systems, databases, and operational documentation 
• Prepare executive materials: reports, presentations, briefing documents 
• Handle office management and supply ordering 
• Process expenses, reimbursements, and financial documentation 
• Manage shared calendars, scheduling tools, and software administration 
Cross-Functional Coordination: 

• Execute multi-executive scheduling logistics under Sr. EA strategy 
• Set up meetings and coordinate follow-up on Sr. EA direction 
• Manage operational details with internal stakeholders 
• Document meetings, action items, and deliverables 
• Serve as escalation point for operational issues 
Team Operations & Knowledge Management:

• Assist with EA team scheduling and coordination 
• Update and maintain EA playbooks and operational documentation 
• Support onboarding and knowledge transfer procedures 
• Maintain shared team resources and calendars 
• Document processes and operational best practices 
After-Hours & Urgent Support:

• Handle urgent after-hours requests and escalate appropriately 
• Maintain communication during business-critical situations 
• Escalate all executive-facing decisions to Sr. EA 
Reporting & Authority:

Reports to: Senior Executive Assistant 

Authority Level: Operational execution on defined responsibilities under Sr. EA direction. Does not own calendar strategy, executive communications strategy, or cross-functional coordination strategy. All executive-facing or strategic decisions escalate to Sr. EA.

Function: Administrative
Experience Level: Not Applicable