Executive Assistant to Leadership - Hybrid/Remote Ready

Jacobs; Fort Wayne (IN); Hybrid; USD 80,805,000 - 110,208,000; Full time

Benefits offered by this job

Health insurance

401(k) plan

Paid time off

Seven paid holidays

Caregiver leave

Stock purchase plan

Job summary

Jacobs is seeking an Executive Assistant to support the AEP Delivery Partner leadership team in a fast-paced environment. You will manage calendars, travel, correspondence, and meeting preparation, while coordinating cross-functionally to keep leaders informed and aligned on priorities.

The role emphasizes discretion, strong written and verbal communication, and the ability to handle multiple projects with competing deadlines.

Qualifications

• Bachelor’s degree or equivalent education and related work experience.
• Minimum of five (5) years of experience as an Executive Assistant for Senior Executives.
• Experience booking domestic travel.
• Attention to detail to complete tasks independently, quickly, and correctly the first time which meet requirements.
• Ability to manage competing priorities, between strategic initiatives with longer due dates and tactical execution of tasks on urgent and immediate timelines.
• Advanced editing and proofreading skills, with an eye towards client messaging, themes, aesthetics, quality, and content.
• Strong organizational qualities and attention to detail and quality. Ability to successfully manage multiple projects effectively.
• Excellent written and verbal communication skills are essential for interacting with various stakeholders.
• Proficiency in Microsoft Office suite – technologically savvy

Responsibilities

• Managing an extremely active calendar of appointments, completing expense reports, composing and preparing correspondence (sometimes confidential in nature) and arranging complex and detailed travel plans, itineraries, and agendas.
• Effectively collaborating with the Delivery Partner Leadership to keep them well informed of upcoming commitments and responsibilities
• Creating meeting timelines, notifications, correspondence, agenda and materials
• Supporting the AEP Delivery Partner team when they need help with planning larger meetings and workshops, invoice processing and management, reporting, etc
• Intuitively understanding the leadership team and anticipating their needs
• Coordinate and perform writing, editing, and issuance on deliverables for a variety of project execution and transformation efforts
• Manage multiple tasks concurrently and engage with various team members/ stakeholders/ reviewers to facilitate work streams and documentation
• Coordinate geographically dispersed teams and be able to do this remotely
• Prepare, process, and distribute project communications and information flow such as deliverables, reports, meeting minutes, submittals, action items, etc.
• Ensure project organization and access are established in an efficient manner and participants are trained on use

Skills

Executive support

Calendar management

Travel coordination

Written communication

Verbal communication

Multitasking

Attention to detail

Discretion

Prioritization

Education

Bachelor's degree or equivalent education

Tools

Microsoft Office

Job description

Jacobs is seeking an Executive Assistant to support the AEP Delivery Partner leadership team in a fast-paced environment. You will manage calendars, travel, correspondence, and meeting preparation, while coordinating cross-functionally to keep leaders informed and aligned on priorities.

The role emphasizes discretion, strong written and verbal communication, and the ability to handle multiple projects with competing deadlines.