Executive Assistant

Job Title: Executive Administrative Assistant    
Department: IT Business Office    
Reports To: IT Business Office Supervisor    
Supervises: N/A    

General Summary:
The Executive Administrative Assistant provides high-level administrative and logistical support, ensuring seamless scheduling, communication, and coordination across teams and leadership. Key responsibilities include managing executive calendars, scheduling meetings with attention to availability and priorities, and supporting event planning, including vendor coordination and on-site assistance. The role requires proficiency in Microsoft Office/365 tools, strong organizational skills, and the ability to handle fast-paced environments, shifting priorities, and challenging situations with professionalism. A proactive and detail-oriented approach is essential, ensuring timely communication, accuracy in deliverables, and initiative in anticipating and addressing needs. This position plays a critical role in enhancing operational efficiency and supporting leadership objectives.

Duties & Responsibilities: What major responsibilities does this position have, and what percentage of time is spent on completing them? (Typically 5 – 7)    
Calendar and Meeting Management (50%)
Manage executive calendars, schedule 1:1 and group meetings, resolve scheduling conflicts, ensure appropriate meeting spaces are booked, and create recurring meetings as needed. Coordinate with stakeholders to accommodate availability and ensure seamless communication.    50%
Event Planning and Coordination (15%)
Organize and execute logistics for events, including liaising with vendors, arranging meeting rooms, coordinating food and reservations, and assisting on-site to ensure smooth execution.    15%
Documentation and Data Management (15%)
Collect, consolidate, and maintain data from leaders, create detailed spreadsheets or reports, and ensure accuracy in all deliverables. Maintain and update Outlook distribution lists and other resources as needed.    15%
Proactive Communication and Issue Resolution (10%)
Anticipate scheduling or operational needs, communicate potential conflicts or delays promptly, and take initiative in scheduling meetings or resolving issues without prompting.    10%
Administrative Support and Task Prioritization (10%)
Provide ad hoc support to executives by taking tasks off their plates, addressing urgent requests, and assisting with day-to-day administrative needs. Ensure all tasks are completed with a sense of urgency and professionalism.    10%
 Knowledge, Skills and Abilities (KSAs): What KSAs are required to perform this job?    
•    Knowledge of Administrative Processes and Tools: Proficient in Microsoft Office/365 applications (Outlook, Word, Excel, PowerPoint) with strong organizational and time management skills to handle scheduling, event planning, and documentation tasks effectively.
•    Scheduling and Coordination Expertise: Deep understanding of calendar management and meeting logistics, including resolving scheduling conflicts, coordinating with stakeholders, and ensuring effective use of executive time.
•    Strong Communication and Interpersonal Skills: Ability to communicate clearly and professionally, handle difficult conversations with tact, and build relationships with executives, peers, and external vendors.
•    Ability to Thrive in a Fast-Paced Environment: Skilled in managing changing priorities, maintaining a sense of urgency, and addressing conflicts or delays proactively.
•    Detail-Oriented and Accurate: Demonstrates precision in documentation, data management, and task execution, ensuring deliverables are error-free and meet expectations.
•    Problem-Solving and Proactive Mindset: Anticipates needs, takes initiative to resolve issues, and proactively identifies opportunities to support leadership and operational efficiency.
•    Event Planning and Logistics Knowledge: Familiarity with coordinating events, managing vendor relationships, and arranging logistics, such as room setups, food, and reservations.
•    Team Collaboration and Adaptability: Works well with diverse teams, adapts to varying needs, and fosters inclusivity while maintaining professionalism and humility.    
Work Experience &/or Education: What are the minimum education and/or experience requirements necessary to perform this job?
•    Experience: Minimum of 3+ years of experience in administrative or executive support, with a focus on calendar management, meeting coordination, event planning, and logistical support. Experience working directly with executive-level leaders and cross-functional teams is highly preferred.
•    Technical Skills: Proficiency in Microsoft Office/365 applications (Outlook, Word, Excel, PowerPoint) is required, with particular emphasis on scheduling and document management tools.
•    Industry Knowledge: While specific retail or supply chain experience is not mandatory, familiarity with fast-paced, corporate environments and organizational workflows is a plus.
•    Soft Skills: Excellent communication, stakeholder management, and interpersonal skills to handle sensitive situations, resolve conflicts, and build positive working relationships. Demonstrated ability to manage competing priorities, adapt to changing demands, and maintain a high level of accuracy.
•    Education: A Bachelor’s Degree is preferred but not required. Equivalent professional experience in administrative support, communications, or related fields will be considered.