Executive Assistant

Smart Resources Group; Salt Lake City (UT); On-site; USD 60,000 - 90,000; Full time

Job summary

Smart Resources Group seeks an experienced Executive Assistant to provide high-level administrative support to our executive leadership and board. You will manage calendars, prepare board agendas and materials, coordinate meetings, and take accurate minutes with discretion.

The role requires superb organization, professional communication with executives and stakeholders, and the ability to handle confidential information while delivering punctual, polished documents and reports.

Qualifications

• Direct experience coordinating and supporting formal board meetings.
• Experience preparing board agendas, materials, and minutes.
• Senior-level administrative support experience.
• Strong calendar management and meeting coordination.

Responsibilities

• Provide high-level administrative support to executive leadership.
• Coordinate and support formal board meetings, including scheduling, logistics, agendas, packets, and follow-up.
• Attend board meetings and accurately record official minutes.
• Coordinate with stakeholders before and after meetings.
• Manage executive calendars and scheduling.
• Prepare agendas, reports, presentations, and executive correspondence.
• Track action items, deadlines, and follow-up.
• Draft, proofread, and distribute professional documents.

Skills

Executive calendar management

Board meeting coordination

Communication

Discretion

Organizational skills

Professional correspondence

Multi-tasking

Education

High school diploma

Related higher education preferred

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

We are seeking an experienced Executive Assistant to provide high-level administrative and organizational support to executive leadership. This position requires direct experience coordinating and supporting formal board meetings, including preparing agendas and board materials, taking official meeting minutes, coordinating meeting logistics, and tracking follow-up items.

The ideal candidate will be highly organized, professional, detail-oriented, and comfortable communicating with executive leadership, board members, employees, community partners, government agencies, vendors, and other stakeholders.

Responsibilities

• Provide high-level administrative support to executive leadership.
• Coordinate and support formal board meetings, including scheduling, logistics, agendas, board packets, meeting materials, and follow-up.
• Attend formal board meetings and accurately record and prepare official meeting minutes.
• Coordinate with board members, executive leadership, and other stakeholders before and after meetings.
• Manage executive calendars, appointments, meetings, and scheduling.
• Prepare agendas, reports, presentations, correspondence, and other executive-level materials.
• Track board and executive action items, deadlines, and required follow-up.
• Draft, proofread, format, and distribute professional correspondence and documents.
• Monitor and route phone calls, emails, correspondence, and requests.
• Maintain organized electronic and physical records and files.
• Handle confidential and sensitive information with discretion.

Required Qualifications

• Direct professional experience coordinating and supporting formal board meetings is required.
• Experience preparing board agendas, meeting packets/materials, and formal meeting minutes.
• Previous Executive Assistant or senior-level administrative support experience.
• Strong executive calendar management and meeting coordination experience.
• Proficiency with Microsoft Outlook, Word, Excel, and PowerPoint.
• Excellent written and verbal communication skills.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Ability to work professionally with executives, board members, government representatives, community stakeholders, and other external contacts.
• Ability to maintain confidentiality when handling sensitive information.

Education

• High school diploma or equivalent required.
• Additional education or training in business administration, office administration, public administration, or a related field is a plus.