Executive Support & Leadership Coordination Specialist

Talentify; Simsbury (CT); On-site; USD 60,000 - 90,000; Full time

Job summary

Talentify is seeking an Administrative Assistant to support the EVP, Head of the Transformation & Delivery Office (TDO) and the leadership team in Simsbury, CT. The role focuses on calendar management, meeting scheduling, travel coordination, materials preparation, and ensuring smooth leadership routines in a fast-paced environment.

The ideal candidate is highly organized, proactive, and capable of managing complex calendars and logistics with discretion.

Qualifications

• Bachelor’s degree preferred; equivalent experience acceptable.
• Minimum of 5 years of experience providing administrative support to senior executives and leadership teams.

Responsibilities

• Provide direct administrative support to the EVP, Head of the TDO, including calendar management, meeting scheduling, travel coordination, and day‑to‑day support.
• Anticipate scheduling conflicts and help prioritize meeting requests, leadership commitments, and time‑sensitive issues.
• Prepare and coordinate materials for meetings, leadership discussions, and business reviews.
• Support follow‑up actions, reminders, and tracking of key deliverables and commitments.
• Handle sensitive and confidential information with professionalism and discretion.
• Provide administrative support for the broader TDO leadership team, including calendars, meetings, and operating routines.
• Organize leadership meetings, offsites, and working sessions, including agendas, logistics, materials, and follow‑up items.
• Help ensure meetings are well prepared, efficient, and supported with the right documentation.
• Assist with cross‑leadership scheduling and coordination across multiple stakeholders and functions.
• Coordinate internal and external meetings, including room reservations, virtual meeting logistics, catering, visitor coordination, and related support.
• Support planning and execution of team events, leadership offsites, and other organizational gatherings.
• Prepare meeting materials, distribute agendas and pre‑reads, and capture follow‑up items as needed.
• Help maintain smooth execution of recurring leadership routines and key organizational events.
• Manage travel arrangements and related logistics for the EVP and as needed, members of the TDO leadership team.
• Prepare and submit expense reports in a timely and accurate manner.
• Support invoices, purchase requests, and other administrative items as needed.
• Maintain organized records, files, and administrative documentation.
• Support internal communications and coordination on behalf of the EVP and leadership team.
• Help draft, format, and distribute communications, presentations, and other leadership materials.
• Serve as a reliable coordination point across leaders, teams, and partner functions.
• Help ensure requests, decisions, and follow‑up actions are communicated and tracked appropriately.
• Support onboarding logistics for new team members, including scheduling, coordination, and administrative setup.
• Assist with organizational charts, distribution lists, team contact information, and other team administration needs.
• Help create a well‑organized and professional operating environment for the TDO leadership team.
• Take on additional administrative and coordination responsibilities as the TDO evolves.

Skills

Calendar management

Meeting coordination

Travel arranging

Document preparation

Communication skills

Discretion & confidentiality

Education

Bachelor’s degree

Job description

Talentify is seeking an Administrative Assistant to support the EVP, Head of the Transformation & Delivery Office (TDO) and the leadership team in Simsbury, CT. The role focuses on calendar management, meeting scheduling, travel coordination, materials preparation, and ensuring smooth leadership routines in a fast-paced environment.

The ideal candidate is highly organized, proactive, and capable of managing complex calendars and logistics with discretion.