Executive Assistant providing personal and business support to the founder of Web Spring. Involved in various organizational tasks and responsible for booking and planning.
About the role
- Executive Assistant supporting senior Marketing leaders in a fast-paced environment with a focus on effective calendar management and communication. Coordinating meetings, travel, and administrative processes.
Responsibilities
- Own end-to-end calendar management for assigned leaders, including proactive prioritization, preparation, and coordination of meetings and events.
- Actively assess meeting purpose, participants, and timing to ensure the leader’s time is aligned to top priorities.
- Anticipate conflicts, identify trade-offs, and recommend solutions before issues arise.
- Partner with other Executive Assistants to align calendars across senior leaders and ensure seamless scheduling.
- Coordinate the rhythm of the business for the assigned organization – understanding the standing team meetings and ensuring that each meeting is scheduled at the right cadence, with the right attendees.
- Prepare agendas and pre‑reads as needed; ensure the right materials and context are available in advance.
- Support large‑scale meetings (e.g., leadership forums, Town Halls, planning sessions, recognition meetings) through material creation, scheduling, logistics, and coordination.
- Coordinate travel plans, including itinerary creation, adjustments, and expense reconciliation.
- Manage expenses, invoices, and administrative processes with accuracy and timeliness.
- Maintain accurate organizational charts and distribution lists for Inventory Operations teams.
- Build strong working relationships with Executive Assistants across Marketing, Digital, Merchandising, and other areas of the business.
- Serve as a trusted connector and information hub, ensuring smooth communication and collaboration.
- Contribute to continuous improvement of EA best practices, rhythms, and operating standards.
Requirements
- Demonstrated experience in an administrative or executive support role, ideally supporting senior leaders.
- Exceptional calendar management skills, with a proven ability to prioritize, anticipate needs, and manage complexity.
- Strong attention to detail and follow-through; you reliably close loops and keep work moving.
- High degree of proactiveness and task velocity; you see what needs to be done and act.
- Excellent interpersonal and communication skills; comfortable working with leaders at all levels.
- Strong organizational and time management skills, with the ability to juggle multiple priorities.
- Experience leveraging AI tools and technologies to streamline workflows and increase throughput, driving greater efficiency and productivity.
- Sound judgment and discretion when handling sensitive information.
- Proficiency with Microsoft Outlook, Teams, PowerPoint, and Excel.
- A service-oriented mindset and commitment to enabling leaders and teams to do their best work.
Benefits
- Medical/Vision
- Dental
- Retirement and Paid Time Away
- Life Insurance and Disability
- Merchandise Discount and EAP Resources
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