Executive Assistant - NADC

Job Overview

The Executive Assistant role offers a unique opportunity to enable the team, senior leadership, and visitors to the NADC. We serve premium brands and this role is a primary face of the professional culture at the site. As a key member of our team you will provide strategic and confidential support to the executive team, the local operating team as directed, ensuring smooth functioning and maximizing productivity. We are looking for initiative-taking, solution-oriented individuals with a quest for continuous improvement.

Roles and Responsibilities

Executive Schedule Management

• Maintain and update executive calendars, prioritizing meetings and appointments based on urgency and importance.
• Anticipate potential scheduling conflicts and proactively manage solutions.
• Coordinate travel arrangements, including flights, accommodations, and transportation.

Communication Management

• Screen and prioritize incoming calls, emails, and messages for the executive team as requested.
• Draft and send high-level correspondence on behalf of the executive team, ensuring clarity, professionalism, and consistent messaging.
• Manage and maintain contact databases and information systems.

Meeting and Event Support

• Deliver outstanding visitor and local attendee experience for meetings and events onsite at the NADC.
• Partner with executives to prepare meeting agendas and materials, ensuring their effectiveness and timeliness.
• Organize and coordinate internal and external events, including coordination, vendor communication, and follow-up.

Strategic Support

• Assist with research and analysis tasks as assigned by the executive team.
• Prepare presentations for meetings for a broad range of audiences from the onsite team to the Board of Directors.
• Contribute to the development and implementation of strategic initiatives.

Discretion and Confidentiality

• Maintain the highest level of confidentiality with all executive matters and information.
• Exercise sound judgment and discretion in handling sensitive information.
• Maintain clear alignment with and professional representation of the executive team.

TECHNICAL COMPETENCIES (Knowledge, Skills & Abilities)

• Proven ability to prioritize tasks, manage multiple deadlines, and work independently with minimal supervision.
• Excellent organizational skills, diligence, and an initiative-taking approach to problem-solving.
• Effective communication and people skills, including interacting effectively with senior executives and navigating complex situations.
• Demonstrates a high sense of responsibility, strong interpersonal and teamwork skills, and ability to work without close supervision.
• Must accept and keep confidential information learned in the job performance.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, CoPilot) and other relevant software (e.g., project management tools).
• Active use of AI in research and content creation or compilation.
• Knowledge of Skye, SharePoint, Visio, and Adobe PDF is a plus.
• Knowledge of proper letter formats, correct grammar, spelling, and language usage; ability to produce neat, accurate correspondence.
• Ability to project manage highly desirable.
• Ability to use telephone, voicemail, conference call, and video conference systems.
• Ability to use and sometimes teach office equipment to run business operations.
• Ability to deliver high-caliber results.
• Drive impact department and company operations positively and continuously.

Education and Experience

• Minimum of 5 years experience in an administrative support role, preferably for an executive or high-level manager or large department.
• High school diploma or general education degree (GED) required, Bachelor's degree desired

PHYSICAL REQUIREMENTS / WORK ENVIRONMENT (if applicable)

• Work is performed in a supportive and professional office workstation and environment designed to facilitate your success.
• Extensive use of office equipment, including computers, calculators, copiers, fax machines, and other business-related machines and software.
• Regularly required to sit and view a computer, use hands to perform typing, and use a mouse.
• Occasionally required to lift and carry up to 25 lbs. and regularly lift and carry up to 5 kg.
• Limited travel