Executive Assistant

DHR Global; United States; On-site; USD 70,000 - 90,000; Full time

Job summary

A leading executive search firm is seeking a skilled Executive Assistant to support a C-Suite executive. The ideal candidate will have over 5 years of experience, exceptional organizational skills, and the ability to manage multiple priorities in a fast-paced environment. Key responsibilities include calendar management, travel planning, and effective communication with stakeholders. This role emphasizes discretion and proactive problem-solving and may require flexibility in working hours.

Qualifications

• 5+ years of experience supporting a C-level executive.
• Ability to manage multiple priorities in a fast-paced environment.
• Exceptional time-management and problem-solving skills.

Responsibilities

• Assist in developing and monitoring business strategies and special projects.
• Manage the executive's schedule and travel plans.
• Prepare agendas and manage meeting logistics.

Skills

Organizational skills

Communication skills

Problem-solving skills

Discretion and confidentiality

Tools

Microsoft Office Suite

Project management tools

AI productivity tools

Job description

Overview

DHR Global is a leading retained executive search firm, dedicated to delivering top-tier leadership solutions to our clients worldwide. We are committed to excellence, innovation, and providing the highest level of service. Our team of experienced professionals works collaboratively to meet the evolving needs of our clients. DHR is recognized as a quality-driven firm that exceeds expectations by actively listening to its clients and consistently delivering results. This has enabled the firm to achieve and maintain long-term partnerships with our client base.

Position Overview

We are seeking an exceptionally organized, resourceful, proactive, and discreet Executive Assistant to provide professional business support to a C-Suite executive. This role is ideal for someone who thrives in a dynamic environment, can anticipate needs, and is adept at managing priorities with the utmost confidentiality and care.

In addition, this candidate is a proactive problem-solver with exceptional organizational skills, sound judgment, and the ability to manage a wide range of responsibilities with discretion and efficiency.

Key Responsibilities

Strategic Support & Project Management

• Assist in the development, execution, and monitoring of business strategies, initiatives, and special projects.
• Track project progress, prepare status reports, and ensure timely completion of deliverables.
• Identify opportunities to enhance workflows and day-to-day operations to maximize the executive's time for strategic priorities.

Calendar & Appointment Management

• Manage the executive's schedule, ensuring optimal time management and prioritization.
• Coordinate meetings, calls, appointments, and key events while anticipating and resolving scheduling conflicts.

Travel Planning

• Arrange and oversee all travel for business purposes, including accommodations, itineraries, and transportation.
• Ensure travel plans are seamless and anticipate potential issues before they arise.

Meeting & Event Coordination

• Plan and manage virtual and in-person meetings, conferences, and board sessions.
• Prepare agendas, take meeting minutes, track action items, and manage RSVPs.
• Oversee event logistics from start to finish, ensuring an exceptional participant experience.

Communication & Relationship Management

• Serve as the primary point of contact for internal and external correspondence, handling all communications with professionalism, tact, and discretion.
• Draft, edit, and manage written materials, ensuring accuracy, tone, and style align with the executive's voice.
• Build and maintain strong relationships with senior executives, board members, and business partners.
• Leverage AI tools to streamline workflows, conduct research, and design presentations for professional projects.
• Create and edit high-impact PowerPoint presentations, reports, and other deliverables, ensuring the highest professional standards.

Confidential & Sensitive Matters

• Handle highly sensitive and confidential information with absolute discretion.

Qualifications

• 5+ years of professional working experience with ideal experience supporting a C-level executive.
• Proven ability to manage multiple priorities in fast-paced, high-pressure environments.
• Exceptional organizational, time-management, and problem-solving skills.
• Advanced communication skills with a polished, professional demeanor.
• Proficient in Microsoft Office Suite and modern project management tools; familiarity with AI productivity tools preferred.
• High level of integrity, discretion, and emotional intelligence.
• Travel may be required from time to time (10% or less).
• Experience working remotely is ideal.

Personal Attributes

• Strong relationship building and interpersonal skills.
• High degree of integrity, discretion, and dependability.
• Ability to anticipate needs and work independently with minimal supervision.
• Flexibility to work outside standard hours to meet urgent demands.

Job Details

• Seniority level: Mid-Senior level
• Employment type: Full-time
• Job function: Administrative
• Industries: Business Consulting and Services