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Job Brief
The Senior Executive Assistant (Level 10) supports senior executives and directors, delivering high-level executive coordination, decision-ready communication support, and oversight of sensitive logistics. The role also champions internal comms, vendor alignment, and event leadership.
Responsibilities and Duties
Executive-Level Calendar Leadership
Manage high-volume and dynamic calendars for senior leaders, often involving cross-functional, global, and high-stakes engagements. Make independent decisions on scheduling conflicts, apply executive judgment, and ensure calendar alignment with strategic priorities and business goals.
Executive Communication Gatekeeping
Serve as the first line of contact for internal and external stakeholders on behalf of the executive. Draft, screen, and manage communications with professionalism, tone alignment, and sensitivity to audience and business context. Escalate and filter issues requiring executive attention.
Strategic Travel & VIP Coordination
Oversee complex international and domestic travel for senior executives, including multi-leg itineraries, offsite arrangements, high-security requirements, and contingency planning. Coordinate closely with travel providers, vendors, and internal teams to anticipate and resolve challenges before they occur.
High-Level Meeting & Event Management
Independently organize and manage executive-level meetings, board reviews, cross-regional workshops, and stakeholder summits. Prepare briefing materials, strategic agendas, and executive summaries. Take ownership of follow-through on decisions, actions, and cascading communications.
Advanced Expense and Budget Oversight
Manage expense workflows with a higher level of scrutiny, forecasting, and proactive issue resolution. Track departmental or project-related budgets, reconcile with Finance, and liaise with Procurement for complex approvals, vendor reconciliations, and early release payment requests.
Executive-Grade Reporting & Analysis
Develop and maintain key executive documents such as strategic reports, performance dashboards, confidential briefings, and decision memos. Interpret data and format information in a way that enables executive decision-making.
Vendor, Procurement & Legal Coordination
Handle end-to-end coordination for vendor onboarding, PO creation, legal contract routing, and invoice disputes. Collaborate with Legal and Finance for confidentiality agreements, COIs, and compliance documents on behalf of the executive’s function.
Stakeholder Visit & Global Logistics Ownership
Own the full experience for VIP stakeholder visits including itinerary planning, welcome packs, security needs, scheduling with cross-functional leaders, and seamless logistics execution. Serve as the primary contact across time zones for internal and external guests.
Strategic Internal Communications
Draft and manage internal communications, messaging, and initiatives on behalf of the executive. This includes preparing executive talking points, newsletters, team updates, and visually engaging materials for global distribution or team-wide campaigns.
Process Improvement & Optimization
Proactively identify and lead improvements in EA operations, scheduling strategies, documentation processes, and service levels. Pilot new tools, refine internal workflows, and champion knowledge-sharing across peer EA groups.
Confidential Project Support
Partner on confidential or time-sensitive projects that require discretion, strategic awareness, and end-to-end tracking. Support initiatives such as reorganizations, executive transitions, M&A research, or personnel planning with utmost integrity.
Mentoring & Knowledge Sharing
Provide informal guidance to junior EAs, share best practices, and serve as a go-to contact for high-complexity support requests. May be tapped for pilot initiatives or as a process resource for executive support system improvements.
