Executive Assistant Project Manager

Position Overview

This role is designed for someone who can seamlessly blend strategic thinking with precise execution. The individual will work directly with executive leadership to drive organizational priorities, improve operational flow, and ensure projects and events are executed to the highest standard. The position requires strong judgment, adaptability, and an ability to manage complex responsibilities while keeping leadership informed and supported.

Key Responsibilities

• Manage complex calendars for senior leaders, coordinating appointments, prioritizing scheduling requests, and ensuring adequate preparation time for key meetings and engagements.
• Oversee all aspects of executive travel, including researching options, booking transportation and accommodations, preparing detailed itineraries, and handling last-minute adjustments as needed.
• Partner with leadership to move forward on institutional priorities by aligning strategies with tactical action steps and tracking measurable progress.
• Regularly connect with executives to update on initiatives, address challenges, and ensure alignment of priorities.
• Develop and maintain systems, templates, and operating procedures that bring consistency, structure, and efficiency to daily operations.
• Oversee multi-faceted projects, including creating plans, managing timelines, and coordinating stakeholder contributions to ensure successful completion.
• Support senior leaders by acting as the primary point of coordination for schedules, meetings, and correspondence while anticipating needs and preparing necessary materials in advance.
• Create executive-level presentations, briefing notes, talking points, and visual content that clearly communicate priorities to both internal and external audiences.
• Direct the organization and upkeep of confidential files, records, and departmental materials, including personnel-related information.
• Coordinate large-scale meetings, retreats, and events, managing all details from planning to execution, including agendas, follow-up actions, and logistics.
• Build strong working relationships across teams to maintain effective communication and collaboration at all levels.
• Monitor and manage expenses, reconcile accounts, and handle financial reporting requirements for leadership.
• Provide seamless support by anticipating needs, prioritizing tasks, and ensuring information reaches the right people at the right time.
• Assist with special initiatives, ad hoc requests, and evolving projects while balancing long-term goals with daily operational needs.
• Compose correspondence and communications independently, exercising discretion and professionalism.
• Guide event planning efforts, including coordination of logistics, communication with attendees, and oversight of budgets and timelines.
• Act as a resource for cultural initiatives, supporting committees or groups dedicated to building and sustaining workplace culture.

Qualifications

• At least Associate's degree required; Bachelor's degree preferred.
• Minimum of five years providing high-level support to senior executives, with proven experience managing complex schedules, coordinating travel, and overseeing multifaceted projects.
• This job description is edited to protect client confidentiality. Upon interviewing with client, you will receive the job description that includes all job-specific information.