Assistant to Vicepresident

We seek a proactive, highly organized Executive Administrative Assistant. You will orchestrate a complex calendar; manage high-stakes communications; coordinate travel, events, and vendor relationships; and ensure flawless execution across the executive’s portfolio.

• Calendar and scheduling  
  
• Manage a high-volume, dynamic, cross-time-zone calendar; prevent conflicts and sequence priorities. 
  
• Coordinate calls, meetings, meals, and events with clear briefs, objectives, locations/links, materials, and attendee confirmations. 
  
• Confirm attendees, locations/links, objectives, and outcomes. 
  
• Support content scheduling, outreach, and logistics for media, publishing, and events. 
  
• Communications and follow-through 
  
• Serve as liaison to internal/external stakeholders; draft and triage emails/messages in the executive voice. 
  
• Capture decisions, action items, and deadlines; ensure timely follow-up and closure. 
  
• Maintain professional, brand-aligned communication loops that enhance relationships. 
  
• Manage vendor/partner relationships, contracts, deliverables, and timelines. 
  
• Travel and logistics 
  
• Plan end-to-end domestic and international travel: flights, hotels, ground transport, dining, and contingency plans.
  
• Create detailed itineraries and digital packets; monitor changes and re-accommodations.  
  
• Information and knowledge management 
  
• Maintain organized files, contacts, and knowledge bases; ensure information is current, searchable, and secure. 
  
• Build Standard Operating Procedures (SOP) and checklists to streamline repeatable processes; propose improvements proactively. 
  
• Confidentiality and risk management 
  
• Handle sensitive information with absolute discretion; manage access, permissions, and privacy. 
  
• Anticipate risks (schedule bottlenecks, travel disruptions, reputational exposures) and propose mitigations. 
  

• 3+ years of experience supporting C-level or high-profile executives in fast-paced environments. 
  
• Demonstrated excellence in complex calendar operations, high-stakes communications, and global travel. 
  
• Exceptional written and verbal communication; ability to write clearly, concisely, and in an executive voice. 
  
• Strong business judgment, discretion, and professionalism with VIP stakeholders. 
  
• Demonstrated ability to anticipate needs, solve problems quickly, and operate with minimal guidance. 
  
• High proficiency with productivity, CRM, finance, and automation tools; eager to learn and implement new systems. 
  
• Experience coordinating across multiple businesses, media projects, and external partners. 
  

Tools and platforms (preferred experience) 

• Productivity and collaboration: Microsoft 365 and Zoom. 
  
• Scheduling and email: Calendly or similar for email triage. 
  
• Experience with AI tools