Executive Assistant

Job DescriptionJob DescriptionSalary: DOE Job OverviewProvides administrative and operational support to leaders and teams by coordinating schedules and meetings, preparing and organizing information, supporting communications and logistics, maintaining records, and helping ensure efficient day-to-day operations.Job ResponsibilitiesManage and prioritize executive calendars, exercising independent judgment to align schedules with strategic priorities.Coordinate and oversee meeting logistics, including preparation of materials and followup, ensuring alignment with leadership objectives. Independently track, assess, and follow up on key action items, escalating risks or delays and recommending solutions as appropriate.Provide advanced administrative and operational support to leadership, including coordination of crossfunctional initiatives.Serve as a key liaison for internal and external stakeholders, exercising discretion in managing communications and resolving issues on behalf of leadership.Prepare, analyze, and maintain reports and tracking tools used to support operational, compliance, or management decisionmaking.Develop and maintain document management systems and processes to support audit readiness, compliance, and operational efficiency.Plan and manage complex domestic and international travel, assessing cost, timing, and business impact. Review, prepare, and monitor expense reporting, ensuring compliance with company policies and flagging discrepancies as needed.Coordinate visitor and stakeholder engagements, exercising discretion and professionalism in representing the company.Oversee office operations activities, including vendor coordination and process improvements, within established guidelines.Manage and curate shared resources and administrative tools to improve efficiency and consistency across teams.Lead or support special projects with minimal supervision, independently managing timelines, priorities, and stakeholder communication.Skills and QualificationsFluency in English and Spanish, both written and spokenStrong organizational skills with high attention to detailAbility to prioritize tasks and manage multiple deadlines simultaneouslyAbility to work independently and follow through on assignments with minimal supervisionTeam player who collaborates well across departmentsBuild and maintain strong working relationships across internal and external stakeholdersAdapt to changing priorities, processes and organizational needs with flexibility and professionalismProactively anticipate needs and identify issues early to support efficient office and executive operationsExhibit strong sense of accountability, ownership, and follow-through on assigned responsibilitiesExercise sound judgement and discretion when handling confidential and sensitive informationJob RequirementsBachelors or associates degree in Business Administration, Office Management, a related field or equivalent work experience will be considered in lieu of a formal degree35 years of administrative or office support experience, preferably in a professional, corporate, or fastpaced environmentProficiency in Microsoft Office (Outlook, Word, Excel required)Proven experience with calendar management, scheduling, and meeting coordination