Senior Executive Assistant

Position Summary

The Senior Executive Assistant provides high-level administrative support to the Executive Vice President/Chief Financial Officer and Executive Vice President/General Counsel, along with their corporate direct-report teams.

Duties and Responsibilities

Board and Committee Governance Support

• Coordinate the annual Board and committee calendar and meeting logistics — agendas, pre-reads, executive schedules, travel, director communications, onsite support, and post-meeting follow-up.
• Manage the end-to-end Board-book process and portal administration, including material collection, submission and approval tracking, publishing, and first-line director access support.
• Support Board governance matters — resolutions, signature routing, related-party and entity governance records, and director/officer administration — in partnership with Legal and the Corporate Secretary.

Executive Travel Management

• Manage complex domestic and international travel for senior executives and leadership teams, including transportation, accommodations, documentation, preferences, and contingency planning.
• Coordinate international travel requirements such as foreign-travel authorizations, security briefings, trade-compliance reviews, and technology-access processes.
• Proactively monitor and adjust travel plans for schedule changes and disruptions while maintaining executive travel summaries and forward-looking calendars.

Meeting, Conference, and Event Management

• Plan and execute executive and leadership events — Board meetings, offsites, investor and customer engagements, conferences, and employee events — including full logistics for venues, AV, catering, attendees, transportation, protocol, and onsite support.
• Manage vendors and external executive engagements, including service providers, industry events, speaking and award opportunities, media activities, and community/nonprofit partnerships.

Executive Calendar and Communications

• Manage highly complex calendars for multiple senior executives, prioritizing by business urgency, governance commitments, and travel constraints, and exercising independent judgment to resolve conflicts, protect focus time, and anticipate preparation needs.
• Draft and manage executive communications and materials — invitations, agendas, status updates, briefing packets, schedules, and trackers — and track action items, commitments, and confidential signature processes through to completion.

Financial, Purchasing, and Expense Administration

• Manage executive expense and purchasing-card administration, including reconciliation, expense reports, invoices, reimbursements, and vendor-payment coordination in accordance with Company policy.
• Initiate and track purchase requisitions and supporting documentation for travel, events, and memberships, maintaining accurate records for audit readiness and timely closeout.

Executive Office Operations, Liaison, and Systems

• Serve as a central liaison across the executive office and key functions — Corporate Secretary, Finance, HR, Corporate Development, Investor Relations, Communications, Security, and Trade Compliance — and partner with fellow executive assistants to ensure calendar, travel, and coverage continuity.
• Coordinate executive office operations and meeting readiness, including conference-room support, visitor access and badging, facilities requests, hospitality, and onsite logistics.
• Administer executive-support systems (Outlook, Teams, Concur, Diligent/Board portal, DocuSign, and internal workflow platforms), ensuring data accuracy, secure access, confidentiality, and records management.

Qualifications

• Associate's degree in a related discipline (or equivalent experience) plus 10 years of progressively responsible office management experience.
• Excellent writing and interpersonal communication skills, with demonstrated independent judgment.
• Expert skills in Microsoft Word, Excel, and PowerPoint.
• Able to thrive in a fast-paced environment, juggling multiple competing priorities and a high volume of work.
• Able to interact effectively at all levels and across diverse cultures.
• Maintains confidentiality and discretion, acting appropriately even when not specifically directed.
• Must be able to work onsite Tuesday, Wednesday, and Thursday.