Senior Executive Assistant

Brilliant®; Florida; On-site; USD 90,000 - 120,000; Full time

Job summary

Brilliant® is seeking a Senior Executive Assistant to support two to three Vice Presidents by managing complex calendars, travel itineraries, and high-level communications. The role combines executive support with project coordination and event planning in a fast-paced corporate setting.

The ideal candidate has 10+ years of executive administration experience, strong discretion, and proven ability to work across functions while handling sensitive information.

Qualifications

• 10+ years of executive-level administrative support or related roles.
• Experience supporting senior leaders in fast-paced corporate environments.
• Ability to coordinate cross-functional projects and multiple deadlines.
• Experience planning and executing executive meetings and events.
• Excellent organizational, time-management, and follow-through skills.
• Strong written, verbal, and interpersonal communication across all levels.
• Professionalism and discretion handling sensitive information.
• Advanced proficiency with Microsoft Outlook, Word, Excel, PowerPoint, and Teams.
• Bachelor’s degree preferred; equivalent education/experience considered.

Responsibilities

• Support two to three Vice Presidents with complex calendar and travel management.
• Prepare and edit executive correspondence, presentations, and reports.
• Process expenses and vendor invoices; handle day-to-day admin needs.
• Prioritize communications and ensure timely follow-up.
• Lead cross-functional coordination for projects and initiatives.
• Coordinate leadership meetings, events, and off-site logistics.
• Document outcomes and track action items with leadership.

Skills

Calendar management

Travel coordination

Executive support

Cross-functional coordination

Communication skills

Discretion

Microsoft Office suite

Education

Bachelor's degree preferred

Tools

Microsoft Outlook

Microsoft Word

Excel

PowerPoint

Teams

Job description

Our client is seeking an experienced Senior Executive Assistant to support two to three Vice Presidents while coordinating projects, business initiatives, and executive events. This role goes beyond traditional administrative support, combining complex calendar and travel management with cross-functional coordination and follow-through on leadership priorities.

The ideal candidate is proactive, highly organized, and comfortable managing shifting priorities, handling sensitive information, and partnering with senior leaders in a fast-paced corporate environment.

Key Responsibilities

Executive Support

• Manage complex calendars, coordinate meetings, and prioritize competing scheduling requests for two to three Vice Presidents.
• Arrange domestic and international travel, including itineraries, accommodations, and logistics.
• Prepare and edit correspondence, presentations, reports, and executive communications.
• Process expense reports and invoices, and support day-to-day executive administrative needs.
• Prioritize incoming communications and ensure timely responses and follow-up.
• Handle confidential information with sound judgment and discretion.

Project & Business Coordination

• Support departmental and organizational initiatives by coordinating timelines, resources, meetings, and deliverables.
• Maintain project plans and action trackers, monitor progress, and flag potential delays or issues.
• Partner with cross-functional teams to keep priorities aligned and work moving forward.
• Prepare project updates, reports, and presentation materials for leadership.
• Assist with annual planning, budgeting, and business reviews by compiling information and coordinating materials.
• Support vendor coordination and identify opportunities to improve administrative processes.

Leadership Meetings & Events

• Coordinate leadership meetings, strategy sessions, off-site meetings, and employee engagement events.
• Manage agendas, meeting materials, attendee communications, and event logistics.
• Arrange venues, catering, audiovisual needs, travel, and lodging as needed.
• Document meeting outcomes, track commitments, and follow up on outstanding action items.
• Serve as a central point of coordination among executives, internal teams, and external partners.

Qualifications

• 10+ years of relevant experience in executive-level administrative support, business operations, program coordination, project management, or a related capacity.
• Experience supporting senior executives in a fast-paced corporate environment.
• Demonstrated ability to coordinate cross-functional projects and manage multiple deadlines.
• Experience planning and executing executive meetings and organizational events.
• Exceptional organizational, time-management, and follow-through skills.
• Strong written, verbal, and interpersonal communication skills, with the ability to work effectively across all levels of an organization.
• Strong business judgment, problem-solving skills, and attention to detail.
• A high level of professionalism and discretion when handling sensitive information.
• Advanced proficiency in Microsoft Outlook, Word, Excel, PowerPoint, and Teams.
• Bachelor's degree preferred; an equivalent combination of education and relevant experience will be considered.