Executive Admin

Jobtailor; Town of Florida (NY); On-site; USD 95,000 - 135,000; Full time

Job summary

Jobtailor is seeking an experienced Executive Assistant to support the Vice President, Results & Impact, in a fast-paced, global environment. The role requires proactive calendar management, meeting coordination, and strategic liaison across Supply Chain & Operations and Corporate teams.

Responsibilities include preparing briefing materials, scheduling across time zones, and ensuring efficient information flow for executive decision-making.

Qualifications

• Experience supporting senior executives (VP level) in a fast-paced, matrixed org.
• Ability to handle highly sensitive information with discretion.
• Strong organizational, prioritization, and problem-solving skills with a proactive mindset.
• Excellent communication and interpersonal skills with senior leaders and diverse stakeholders.
• High proficiency in Microsoft 365 tools (Outlook, Teams, PowerPoint, Word, Excel).

Responsibilities

• Provide comprehensive administrative support to the Vice President, Results & Impact, including complex calendar management and scheduling across global time zones.
• Act as gatekeeper to optimize VP time by prioritizing competing demands.
• Prepare the VP for engagements with briefing materials, agendas, and follow-ups.
• Anticipate needs and resolve issues to support executive decision-making.
• Coordinate leadership meetings and cross-functional forums, including agenda development and action-item tracking.
• Manage end-to-end logistics for meetings, including room reservations and technology support.
• Ensure timely information flow between the VP and stakeholders across the org.
• Liaise with Global RE, FM & Corporate Operations and Enterprise partners to coordinate priorities.

Skills

Executive support

Calendar management

Stakeholder management

Communication

Microsoft 365

Tools

Outlook

Teams

PowerPoint

Word

Excel

Job description

Responsibilities

• Provide comprehensive, proactive administrative support to the Vice President, Results & Impact, including complex calendar management, meeting prioritization, and scheduling across global time zones.
• Serve as a strategic gatekeeper for the VP’s time, using judgment to appropriately sequence, prioritize, and resolve competing demands.
• Prepare the VP for internal and external engagements by coordinating pre-reads, briefing materials, agendas, and follow-ups.
• Anticipate needs and resolve issues independently to support effective executive decision‑making.
• Coordinate leadership meetings, working sessions, and cross‑functional forums, including agenda development, material consolidation, note‑taking (as needed), and action‑item tracking.
• Manage end‑to‑end logistics for high‑stakes meetings (in person and virtual), including participant coordination, room reservations, technology support, and follow‑ups.
• Ensure timely flow of information between the VP, direct reports, peers, and stakeholders.
• Act as a key liaison between the Global RE, FM & Corporate Operations team and broader Supply Chain & Operations leadership, Enterprise partners (e.g., Finance, HR, IT), and other business stakeholders.

Requirements

• Demonstrated experience supporting senior executives (VP or equivalent level) in a complex, fast‑paced, matrixed organization.
• Proven ability to manage ambiguity, exercise sound judgment, and handle highly sensitive information with discretion.
• Strong organizational, prioritization, and problem‑solving skills with a proactive, solution‑oriented mindset.
• Excellent communication and interpersonal skills; ability to interact confidently with senior leaders and diverse stakeholders.
• High proficiency in Microsoft 365 tools (Outlook, Teams, PowerPoint, Word, Excel).