Executive Administrative Assistant

The Executive Assistant & Project Manager is the operational and administrative engine of the Head of P&A’s office. This role exists to ensure the Head of P&A is always organized, prepared, and protected from logistical friction — freeing them and the Chief of Staff (CoS) to focus on strategy and high-impact work.

This is not a traditional EA role. You will own the scheduling, logistics, tracking, and administrative coordination that keeps the Head of P&A’s office running with precision and reliability. You are the person who makes sure nothing falls through the cracks — and who flags the ones that might before anyone else notices.

Success in this role requires exceptional organizational skill, meticulous attention to detail, a bias for action, and the ability to manage competing priorities with calm and efficiency. Where the CoS drives strategy, you drive the systems and processes that make execution possible.

Location: preference for candidates located near our hub locations (MN/TX/MI/NY), but will consider remote candidates. As a hybrid employee you will go to the office 3 days a week. Must be based in the US.

• 5+ years of experience in an Executive Assistant, Administrative Business Partner, or similar role supporting senior leaders.
• 2+ years of experience supporting project coordination, including tracking timelines, deliverables, action items, and stakeholder updates across multiple initiatives.
• Proven experience managing complex calendars, travel logistics, meeting coordination, and executive administrative processes in a fast-paced environment.
• Strong proficiency in preparing agendas, pre-reads, presentations, status reports, and executive correspondence with a high degree of accuracy and professionalism.
• Exceptional organizational, communication, and prioritization skills, with the ability to exercise sound judgment, maintain confidentiality, and proactively resolve issues.
• Sense of urgency in managing situations that require quick turnaround and ability to prioritize constant workload
• Ability to work under a tight timelines and proven track record of achieving/exceeding expectations

Preferred Skills:

• Bachelor’s Degree
• Experience supporting global organizations

• Manage the Head of P&A’s calendar with precision — prioritizing, protecting focus time, and proactively resolving conflicts.
• Coordinate all travel logistics, itineraries, and trip preparation, including pre-read assembly and post-trip follow-up tracking.
• Screen and triage incoming communications, flagging priority items to the Head of P&A and ensuring timely routing of requests.
• Prepare expense reports and manage administrative processes on behalf of the Head of P&A.
• Organize and coordinate internal and external meetings, including agenda preparation and logistics — ensuring the Head of P&A is set up for every engagement.
• Track and manage project timelines, deliverables, and action items across initiatives owned by the Head of P&A, ensuring nothing slips and status is always visible.
• Build and maintain project tracking systems that give the Head of P&A and CoS real-time visibility into progress, risks, and blockers.
• Coordinate logistics for cross-functional workstreams — connecting the right people, scheduling working sessions, and ensuring outputs are documented and distributed.
• Compile and format project status reports and stakeholder updates, gathering inputs for the Head of P&A’s review before distribution.
• Monitor project and scheduling risks, flagging conflicts or blockers early so the Head of P&A and CoS can act before issues escalate.
• Maintain continuity in the Head of P&A’s office during travel or high-demand periods — keeping schedules on track, communications triaged, and logistics running without interruption.
• Compile, format, and edit presentations, briefings, and correspondence as directed by the Head of P&A or CoS — never for direct distribution without approval.
• Maintain the Head of P&A’s operational rhythm: managing weekly scheduling priorities, tracking follow-ups, logging action items from leadership meetings, and chasing completion.
• Act as the logistical point of contact between the Head of P&A’s office and internal teams — coordinating requests, routing information, and keeping the CoS informed of anything requiring their attention.
• Own the logistical preparation for leadership and segment meetings — scheduling, agenda formatting, pre-read assembly, and distributing materials — so the Head of P&A and CoS can focus on the content.