Executive Assistant

Leeds Professional Resources; Town of Florida (NY); On-site; USD 70,000 - 95,000; Full time

Job summary

Leeds Professional Resources is seeking an Executive Assistant to support the Partners with calendars, travel, and general operations in a fast-paced environment.

You will act as a trusted partner, handle confidential matters, coordinate meetings with stakeholders, prepare materials, and oversee administrative processes while balancing business and personal needs for leadership.

Qualifications

• Bachelor's degree preferred or equivalent work experience.
• 5+ years of experience supporting senior executives, partners, principals, or C-suite leadership
• Proven experience managing complex calendars and travel arrangements
• Experience providing personal assistant support in addition to executive support responsibilities
• Advanced proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint

Responsibilities

• Manage complex calendars for multiple Partners, including meetings and events.
• Coordinate internal and external meetings, prepare agendas, and track follow-ups.
• Screen and prioritize emails and calls for the Partners.
• Prepare presentations, reports, and executive communications.
• Liaise between Partners and employees, clients, vendors, investors, and others.
• Coordinate domestic and international travel, including flights and accommodations.
• Process and reconcile expense reports and corporate cards.
• Maintain filing systems and manage confidential documents.
• Coordinate office meetings, events, and special functions.
• Track project deadlines and ensure timely deliverables.

Skills

Calendar management

Travel coordination

Executive support

Discretion/confidentiality

Communication

Education

Bachelor's degree

Tools

Microsoft Office

Outlook

PowerPoint

Excel

Job description

Job Description

Position Summary

We are seeking a highly organized, proactive, and discreet Executive Assistant to provide comprehensive support to the Partners of the company. This role serves as a trusted partner to senior leadership, managing complex calendars, coordinating travel, overseeing administrative operations, and handling select personal assistant responsibilities.

The ideal candidate is polished, resourceful, and thrives in a fast-paced environment. This individual must be capable of balancing multiple priorities, anticipating needs, and maintaining the highest level of professionalism and confidentiality while supporting both business and personal matters for the Partners.

Key Responsibilities

Executive Support

• Manage complex and frequently changing calendars for multiple Partners, including scheduling meetings, appointments, and events
• Coordinate internal and external meetings, prepare agendas, compile meeting materials, and track follow-up action items
• Screen and prioritize emails, phone calls, and correspondence on behalf of the Partners
• Prepare presentations, reports, spreadsheets, and executive communications
• Act as a liaison between the Partners and employees, clients, vendors, investors, and other external stakeholders

Travel & Logistics Management

• Coordinate domestic and international travel arrangements, including flights, accommodations, transportation, dining reservations, and itineraries
• Manage travel changes and resolve logistical issues as they arise
• Prepare detailed travel schedules and briefing materials
• Process and reconcile expense reports and company credit card statements

Personal Assistant Responsibilities

• Manage personal calendars, appointments, and scheduling needs for the Partners
• Coordinate personal travel arrangements and reservations
• Assist with personal errands, special requests, and administrative matters
• Schedule appointments with service providers, contractors, and personal vendors
• Assist with family-related scheduling and logistics, as requested
• Handle confidential personal information with discretion and professionalism

Office & Administrative Management

• Maintain organized electronic and physical filing systems
• Manage confidential documents, records, and contracts
• Coordinate office meetings, leadership events, and special functions
• Support office operations and administrative processes as needed

Project & Event Coordination

• Assist with special projects and strategic initiatives on behalf of the Partners
• Conduct research, compile information, and prepare summaries and reports
• Coordinate company events, executive meetings, client functions, and off-site gatherings
• Track project deadlines and ensure timely completion of deliverables

Qualifications

• Bachelor's degree preferred or equivalent work experience
• 5+ years of experience supporting senior executives, partners, principals, or C-suite leadership
• Proven experience managing complex calendars and travel arrangements
• Experience providing personal assistant support in addition to executive support responsibilities
• Advanced proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint