About the Role:

This is a multi-executive EA position requiring someone who thrives in a fast-paced, detail-oriented environment. Our business operates across events, logistics, travel, and client services, so the ideal candidate must be equally comfortable managing day-to-day operations as they are supporting high-level leadership.

 

Key Responsibilities:

 

Calendar & Schedule Management

Managing complex, ever-changing calendars across multiple executives, coordinating meetings, scheduling across time zones, and ensuring nothing falls through the cracks.

 

Travel Coordination

End-to-end travel planning including flights, accommodations, ground transportation, and detailed itineraries. Our executives travel frequently, so seamless travel management is essential.

 

Inbox & Correspondence Management

Daily management of executive inboxes, drafting and sending professional email responses, flagging priority communications, and ensuring timely follow-through.

 

Presentation & Meeting Preparation

Preparing and formatting presentations, compiling briefing materials, coordinating pre-meeting logistics, and ensuring executives are fully prepared ahead of key engagements.

 

Quotes & Document Updates

Updating client-facing quotes and proposals as needed, maintaining accurate records, and supporting document management across the team.

 

Project & Task Tracking

Monitoring the progress of ongoing initiatives across the executive team, sending follow-up reminders, and keeping priorities organized and visible.

 

Event & Logistics Support

Assisting with coordination of event preparation, procurement tracking, shipment follow-ups, and vendor communication in support of our creative and operations teams.

 

Executive Correspondence

Drafting formal letters, memos, and other professional communications on behalf of executives as needed.

 

Tools & Systems Proficiency (Required or Strongly Preferred):

• Project Management: Asana, ClickUp, Monday.com, or similar

• Communication: Slack, Microsoft Teams, Gmail/Outlook

• Document & File Management: Google Workspace (Docs, Sheets, Drive), Microsoft Office Suite

• Scheduling: Calendly, Google Calendar, or similar

• Travel Management: familiarity with booking platforms (Expedia for Business, TripActions, or similar)

• CRM/Quoting Tools: experience updating proposals or quotes in industry platforms is a plus

 

Ideal Candidate Profile:

We are looking for someone who is exceptionally organized, proactive, and discreet. They must be a strong written communicator, highly adaptable, and comfortable managing competing priorities across multiple executives simultaneously. Prior experience supporting C-suite or senior leadership, ideally within events, hospitality, travel, or a similarly dynamic industry is a strong advantage.