Position Summary

The Executive Assistant provides comprehensive, one-on-one support to a senior executive, managing calendars, communications, travel, and events while balancing professional and personal priorities as needed. This role requires a high level of discretion, sound judgment, organization, and polished communication skills. The ideal candidate is proactive, adaptable, and committed to building trusted relationships while ensuring the executive’s time and priorities are managed effectively.

Essential Functions and Responsibilities

Manage a complex and frequently changing calendar, including business meetings, leadership engagements, client commitments, and personal appointments. Anticipate scheduling conflicts and resolve them proactively.
Track deadlines, assignments, and commitments across multiple priorities, following up with relevant stakeholders to ensure timely completion.
Coordinate and execute company, executive, and personal events, managing logistics, vendors, schedules, and other details to ensure successful outcomes.
Coordinate travel arrangements and build in appropriate travel, preparation, and recovery time around important meetings and commitments.
Monitor email and other communications, prioritize incoming requests, draft correspondence on behalf of the executive, and ensure timely follow-up.
Maintain strict confidentiality regarding sensitive business, financial, personnel, and personal information.
Represent the executive’s priorities and interests professionally and accurately when communicating with internal and external stakeholders.
Coordinate business and personal responsibilities as needed, partnering with leadership, colleagues, other administrative professionals, and external contacts to ensure alignment.
Build and maintain effective relationships with executives, board members, clients, vendors, and other stakeholders, demonstrating tact, professionalism, and sound judgment.
Determine which matters require the executive’s direct attention and independently resolve appropriate issues within established parameters.
Anticipate needs, identify potential challenges, and recommend solutions to improve efficiency and effectiveness.
Perform additional administrative and organizational duties as needed to support the executive’s priorities.

Job Requirements

Education and Experience

Five or more years of experience supporting a senior executive, business owner, or other senior-level professional in an executive assistant or personal assistant capacity preferred.
Demonstrated ability to handle confidential and sensitive information with discretion, integrity, and sound judgment.
Excellent written and verbal communication skills, including the ability to draft professional correspondence on behalf of an executive.
Strong organizational, time-management, and problem-solving skills, with the ability to manage competing priorities and adapt to changing circumstances.
Proficiency in calendar management, email, and standard office software, including Microsoft Outlook, Word, and Excel.
Ability to work independently, anticipate needs, exercise initiative, and follow through on commitments.
Strong interpersonal skills and the ability to work effectively with individuals at all levels of an organization.
Flexibility to work outside standard business hours and travel as needed to support executive commitments, meetings, and events.
Demonstrated professionalism, accountability, integrity, and a commitment to continuous improvement.

Working Conditions

The position operates primarily in a professional office environment, with periodic evening and weekend work required to accommodate the executive’s schedule and support meetings or events. Travel may be required, generally expected to be less than 25% of the time. The role may require flexibility in working hours based on business needs and executive priorities.

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Express Office: Mobile

3662 Dauphin Street

Suite B

Mobile, AL 36608

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