Executive Administrative Assistant – US Commercial Leadership

Jobtailor; Colorado; On-site; USD 85,000 - 110,000; Full time

Job summary

Jobtailor in the United States is seeking an experienced executive assistant to partner with Commercial Excellence, Marketing, and Operations. You will manage calendars, travel, and communications for VP, Senior Director, and two Directors.

The role requires 6+ years, advanced Microsoft 365 skills, and discretion. You will prepare reports, dashboards, and presentations, coordinate meetings and events, and keep sensitive information secure.

Qualifications

• Six or more years of administrative or executive support experience, including support for senior leaders.
• Based within 40 miles to Boston, MA or Lafayette, CO.
• Demonstrated experience managing complex calendars, meetings, travel, expenses, and confidential information.
• Seven or more years of executive administration experience supporting multiple senior leaders in a matrixed organization.
• Advanced proficiency in Microsoft 365, including Outlook, Teams, PowerPoint, Word, Excel, SharePoint, and OneDrive.
• Experience developing executive communications, presentations, dashboards, reports, and complex spreadsheets.
• Experience managing internal communication channels, distribution lists, and collaboration platforms, including Microsoft Teams and SharePoint.
• Experience coordinating leadership meetings, business reviews, field calls, monthly team meetings, quarterly offsites, and executive events.
• Experience coordinating compliance tracking, reporting, and follow-up activities for leadership teams and employee populations.
• Experience supporting commercial, marketing, operations, sales, or customer-facing organizations.
• Experience supporting communications, employee engagement, culture initiatives, or change management activities.
• For Baccalaureate degrees earned outside of the United States, a degree satisfying 8 C.F.R. § 214.2(h)(4)(iii)(A) is required.
• Unrestricted U.S. work authorization required at hire and throughout employment for roles below Principal level.

Responsibilities

• Serve as a trusted business partner to Commercial Excellence, Marketing, and Commercial Operations leadership
• Provide strategic administrative and operational support to one Vice President, one Senior Director, and two Directors
• Manage complex executive calendars across leaders, functions, and time zones
• Develop and distribute executive communications, weekly updates, leadership announcements, organizational messages, and strategic content
• Coordinate domestic and international travel, itineraries, transportation, lodging, and meeting logistics
• Prepare, submit, audit, and reconcile travel expense reports
• Maintain reports, trackers, compliance dashboards, organizational documents, contact lists, distribution lists, and shared resources using Microsoft 365
• Develop executive-ready presentations, communications, reports, dashboards, and business materials
• Collaborate with Executive Administrative Assistants and cross-functional partners across Marketing, Operations, and Commercial Excellence
• Coordinate onboarding, recognition, employee engagement, team-building activities, and organizational communications

Skills

Discretion

Collaboration

Organizational Skills

Attention to Detail

Communication Skills

Executive Administration

Education

Bachelor's degree

Tools

Microsoft Outlook

Microsoft Teams

Microsoft PowerPoint

Microsoft Word

Microsoft Excel

Microsoft SharePoint

Microsoft OneDrive

Job description

• Serve as a trusted business partner to Commercial Excellence, Marketing, and Commercial Operations leadership


• Provide strategic administrative and operational support to one Vice President, one Senior Director, and two Directors


• Manage complex executive calendars across leaders, functions, and time zones


• Develop and distribute executive communications, weekly updates, leadership announcements, organizational messages, and strategic content


• Manage the Commercial Excellence Teams channel, distribution lists, SharePoint resources, meeting materials, recordings, and organizational resources


• Develop executive-ready presentations, communications, reports, dashboards, and business materials


• Plan and execute monthly team meetings, leadership reviews, recurring field calls, quarterly offsites, and organizational events


• Coordinate leader-led forums, meeting preparation, participant management, and post-meeting follow-up


• Track decisions, commitments, owners, and deadlines


• Monitor and coordinate compliance training, acknowledgments, and organizational requirements


• Coordinate domestic and international travel, itineraries, transportation, lodging, and meeting logistics


• Prepare, submit, audit, and reconcile travel expense reports


• Maintain reports, trackers, compliance dashboards, organizational documents, contact lists, distribution lists, and shared resources using Microsoft 365


• Collaborate with Executive Administrative Assistants and cross-functional partners across Marketing, Operations, and Commercial Excellence


• Coordinate onboarding, recognition, employee engagement, team-building activities, and organizational communications


• Handle confidential business information, executive communications, and personnel matters with discretion

Requirements

• Six or more years of administrative or executive support experience, including support for senior leaders in a fast-paced environment


• Based within 40 miles to Boston, MA or Lafayette, CO


• Demonstrated experience managing complex calendars, meetings, travel, expenses, and confidential information


• Seven or more years of executive administration experience supporting multiple senior leaders in a matrixed organization


• Advanced proficiency in Microsoft 365, including Outlook, Teams, PowerPoint, Word, Excel, SharePoint, and OneDrive


• Experience developing executive communications, presentations, dashboards, reports, and complex spreadsheets


• Experience managing internal communication channels, distribution lists, and collaboration platforms, including Microsoft Teams and SharePoint


• Experience coordinating leadership meetings, business reviews, field calls, monthly team meetings, quarterly offsites, and executive events


• Experience coordinating compliance tracking, reporting, and follow-up activities for leadership teams and employee populations


• Experience supporting commercial, marketing, operations, sales, or customer-facing organizations


• Experience supporting communications, employee engagement, culture initiatives, or change management activities


• For Baccalaureate degrees earned outside of the United States, a degree satisfying 8 C.F.R. § 214.2(h)(4)(iii)(A) is required


• Unrestricted U.S. work authorization required at hire and throughout employment for roles below Principal level

Core Competencies

Demonstrates advanced proficiency in Microsoft 365 tools and effective management of executive communications, complex calendars, and travel logistics. Proven ability to support senior leaders in a fast-paced environment while maintaining confidentiality and coordinating compliance activities.

Highest-signal resume keywords

• Executive Administration Experience


• Microsoft 365 Proficiency


• Complex Calendar Management


• Executive Communication Development


• Meeting Coordination

Hard Skills

• Executive Administration


• Calendar Management


• Travel Coordination


• Expense Reporting


• Compliance Tracking


• Presentation Development


• Report Creation


• Dashboard Management


• Spreadsheet Management


• Internal Communication Management

Soft Skills

• Discretion


• Collaboration


• Organizational Skills


• Attention to Detail


• Communication Skills

Industry Keywords

• Commercial Excellence


• Marketing


• Operations


• Employee Engagement


• Change Management

Tools & Technologies

• Microsoft Outlook


• Microsoft Teams


• Microsoft PowerPoint


• Microsoft Word


• Microsoft Excel


• Microsoft SharePoint


• Microsoft OneDrive