Executive Assistant: Calendar Master & Gatekeeper

Matlen Silver; Charlotte, Northern (NC, KY); Hybrid; USD 60,000 - 85,000; Full time

Job summary

Matlen Silver is seeking an Administrative Assistant – Executive Support to provide polished, high-level support for Managing Directors and other senior leaders. You will manage calendars, coordinate meetings, and act as a gatekeeper with vendors while maintaining strong internal relationships.

The ideal candidate is organized, proactive, and discreet, with excellent communication and professional presence.

Qualifications

• Proven experience as Administrative/Executive Assistant or similar executive-support role.
• Experience managing complex calendars for senior executives.
• Excellent organizational and time-management skills.
• Strong professional communication and executive presence.
• Ability to manage and prioritize requests from vendors and internal stakeholders on behalf of senior executives.
• Experience with expense management and expense submission.
• Strong working knowledge of Microsoft Outlook, PowerPoint, Word, and Excel.
• Experience using Microsoft Copilot or similar AI productivity tools.
• Strong judgment, discretion, and ability to handle confidential information.
• Ability to present and communicate effectively with high-level internal stakeholders.

Responsibilities

• Manage complex calendars and scheduling for Managing Directors.
• Serve as a professional point of contact and appropriate gatekeeper/protective layer for senior executives when interacting with vendors and internal stakeholders.
• Exercise good judgment when determining how to handle scheduling requests, interruptions, competing priorities, and sensitive information.
• Support employee engagement activities and help create a positive, professional experience for employees and stakeholders.
• Manage executive travel and expense processes, including preparing and submitting expense reports.
• Coordinate and track delegation of approvals and ensure approvals are routed appropriately and completed on time.
• Prepare and format presentations, documents, spreadsheets, and other executive materials using PowerPoint, Word, and Excel.
• Leverage Microsoft Copilot and other productivity tools to improve administrative efficiency.
• Maintain a high level of organization across calendars, meetings, documents, expenses, and administrative tasks.
• Communicate professionally with high-level internal stakeholders and represent the team appropriately.
• Anticipate executive needs and proactively address administrative issues before they become problems.
• Handle confidential and sensitive information with appropriate discretion.

Skills

Administrative/Executive support

Calendar management

Time management

Executive presence

Vendor management

Expense management

Microsoft Office

AI productivity tools

Discretion

Stakeholder communication

Tools

Microsoft Copilot

Job description

Matlen Silver is seeking an Administrative Assistant – Executive Support to provide polished, high-level support for Managing Directors and other senior leaders. You will manage calendars, coordinate meetings, and act as a gatekeeper with vendors while maintaining strong internal relationships.

The ideal candidate is organized, proactive, and discreet, with excellent communication and professional presence.