Executive Assistant

ICM, Inc.; Kansas; On-site; USD 55,000 - 85,000; Full time

Job summary

ICM, Inc. is seeking an Executive Assistant to provide high-level administrative support to the Executive Leadership Team. You will manage calendars, coordinate communications, arrange travel, and prepare materials to help leaders prioritize and perform at peak efficiency.

The role requires 5–7 years of senior-leader support experience, strong MS Office, and exceptional communication with discretion. This on-site position offers room for professional growth and cross-functional collaboration

Qualifications

• Associates degree or equivalent required or on-the-job experience.
• Experience supporting senior leaders in a fast-paced business environment.
• Proficiency with Microsoft Office and calendar tools.

Responsibilities

• Manage calendars, scheduling priorities, and meeting logistics for VPs and executives.
• Coordinate internal and external communications, correspondence, and follow-up activities.
• Schedule meetings, prepare agendas, organize catering, and assemble materials as needed.
• Partner with Travel Coordinator to arrange domestic and international travel, itineraries, reservations, and expenses.
• Coordinate DocuSign transactions for Executive Leadership Team, monitor status, and maintain records.
• Support executive presentations, dashboards, and business documents.
• Coordinate executive visits, customer meetings, leadership events, and special projects.
• Arrange all conference and event logistics including setup, rooms, travel, hotel, catering, and vendors.
• Assist in planning, coordinating, and executing special events with multiple departments.
• Process expense reports, invoices, pcard reconciliations, and approvals as assigned.
• Maintain confidentiality and exercise sound judgment on sensitive matters.
• Collaborate with executive assistants to ensure seamless division support.
• Anticipate executive needs and prepare materials to resolve scheduling conflicts.
• Provide administrative support for strategic initiatives and cross-functional projects.
• Perform additional duties as assigned.

Skills

Excellent written and verbal comms

Professionalism

Confidentiality

Customer service

Anticipate needs

Detail oriented

Education

Associates degree or equivalent

Tools

Microsoft Office Suite

Outlook calendar management

Virtual meeting platforms

Business reporting tools

Job description

Provide high-level administrative support to members of the Executive Leadership Team, ensuring efficient coordination of schedules, communications, meetings, travel, reporting, and other executive priorities. The Executive Assistant serves as a trusted partner who helps leaders maximize effectiveness through organization, follow-through, discretion, and proactive support.

ESSENTIAL FUNCTIONS AND BASIC DUTIES:

1.Manage calendars, scheduling priorities, and meeting logistics for assigned Vice Presidents and executive leaders.

2.Coordinate internal and external communications, correspondence, and follow-up activities.

3.Schedule meetings, prepare agendas, organize catering needs and assemble materials as needed.

4.Partner with Corporate Travel Coordinator to arrange domestic and international travel, including itineraries, reservations, accommodations, and expense documentation.

5.Coordinate DocuSign transactions for members of the Executive Leadership Team, including preparing and sending documents for electronic signature, monitoring document status, following up on outstanding signatures, and maintaining electronic records in accordance with company requirements.

6.Support executive presentations, dashboards, and other business documents.

7.Coordinate executive visits, customer meetings, leadership events, and special projects.

8.Coordinate all conference and event logistics, including setup, meeting room reservations, travel arrangements, hotel accommodations, transportation, catering, dinners, vendor communications, and attendee support.

9.Assist in the planning, coordination, and execution of special events, partnering with Marketing, IT, HR, and other departments to manage logistics, event setup, communications, and attendee experience.

10.Process expense reports, invoices, pcard reconciliations, and administrative approvals as assigned.

11.Maintain confidential information and exercise sound judgment when handling sensitive matters.

12.Collaborate with executive assistants and administrative team members to ensure seamless support across divisions.

13.Anticipate executive needs and proactively prepare materials and / or resolve scheduling and administrative conflicts.

14.Provide administrative support for strategic initiatives and cross-functional projects.

15.Perform additional duties as assigned.

EDUCATION/CERTIFICATION:

• Associates degree or equivalent on the job experience required
• Notary Public preferred

REQUIRED KNOWLEDGE & EXPERIENCE:

• 5-7 years supporting senior leaders or executives in a fast paced business environment
• Advanced knowledge of Microsoft Office Suite required; proficiency with Outlook calendar management
• Experience with virtual meeting platforms and business reporting tools
• Knowledge of general office and conference room equipment required
• Exceptional business math skills required

SKILLS/ABILITIES:

• Excellent written and verbal communication skills
• Professionalism
• Able to maintain complex managerial workload and set priorities
• Ability to maintain confidentiality
• Strong customer service abilities
• Ability to anticipate needs and accomplish necessary tasks
• Detail oriented

Must possess current, valid driver's license with no restrictions.