Executive Assistant

MARA; Town of Florida (NY); On-site; USD 75,000 - 115,000; Full time

Job summary

MARA is seeking an Executive Assistant to the Senior Director of Executive Protection to provide high-level administrative support and act as a trusted right-hand partner. The role interfaces with C-suite, Board of Directors, security stakeholders, law enforcement, and external partners, requiring professionalism, judgment, and strict confidentiality.

The successful candidate will anticipate needs, manage complex calendars across multiple time zones, coordinate meetings and travel, prepare

Qualifications

• Experience supporting senior leaders or executives.
• Ability to anticipate needs and provide solutions.
• Proven judgment and discretion with sensitive information.
• Excellent written and verbal communication.

Responsibilities

• Manage Senior Director's calendar across time zones and coordinate scheduling.
• Coordinate meetings, briefings, and minutes; follow up on action items.
• Support special projects, research, and data analysis as directed by the Senior Director.
• Assist with travel arrangements and logistics for principal travel.
• Organize confidential files and prepare reports for leadership.
• Process and reconcile expense reports and budgeting documents.

Skills

Calendar management

Stakeholder management

Executive support

Discretion & confidentiality

Meeting coordination

Travel logistics

Communication

Job description

The Executive Assistant to the Senior Director of Executive Protection is a full-time role providing high-level, comprehensive administrative support to the Senior Director, serving as a trusted right-hand partner and proxy when needed. This role interfaces regularly with senior leadership, the executive team, Board of Directors, security stakeholders, and external partners across law enforcement, private security, and risk management industries.

This dynamic position requires the ability to anticipate needs, exercise sound judgment, think critically, and offer solutions with a high level of professionalism, discretion, and confidentiality, particularly given the sensitive nature of executive protection operations.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Manage Senior Director's Schedule

• Coordinate and maintain the Senior Director's complex calendar, including scheduling meetings, briefings, site visits, and travel arrangements across multiple time zones.
• Proactively resolve scheduling conflicts and ensure alignment with security operations timelines and executive availability.
• Act as the primary point of contact between the Senior Director and internal/external stakeholders, including C-suite executives, law enforcement agencies, and private security partners.
• Handle correspondence, emails, and calls on behalf of the Senior Director with professionalism and sound judgment.
• Maintain strong working relationships with counterpart executive assistants and security personnel across the organization.

Meeting Coordination & Briefings

• Prepare agendas, security briefing materials, and meeting minutes; follow up on action items to ensure timely execution.
• Ensure the Senior Director is thoroughly prepared for all engagements, including threat briefings, operational reviews, and leadership presentations.

Project & Operations Support

• Assist with special projects, research, and data analysis as directed by the Senior Director.
• Track progress of departmental initiatives and ensure deadlines are met across the Executive Protection team.
• Support coordination of security advance work, logistics, and resource planning for principal travel and events.

Document Management

• Organize and maintain highly confidential files, operational records, and sensitive documentation in accordance with company protocols.
• Prepare reports, presentations, and briefing materials for the Senior Director and executive leadership.

Expense & Budget Management

• Process and reconcile expense reports, manage departmental budgeting documentation, and ensure accurate financial recordkeeping for the Senior Director.

Confidentiality & Discretion

• Maintain the highest level of confidentiality and discretion in handling sensitive personnel, operational, and security-related information.
• Exercise sound judgment when managing information flow to and from the Senior Director's office.
• Other duties may be assigned.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements