Executive Assistant

Executive Assistant | Birmingham, AL General Summary The Executive Assistant provides high-level administrative, operational, and organizational support to the CEO and other members of executive leadership in a fast-paced, primarily remote environment. This role serves as a trusted partner and extension of the executive, ensuring information flows smoothly, priorities are managed effectively, and work is executed with accuracy, professionalism, and discretion. The ideal candidate brings a service-oriented mindset — someone who is warm, approachable, and patient in every interaction, while maintaining the professionalism and discretion expected at the executive level. They are proactive by nature, resourceful under pressure, and take pride in making those around them feel supported and well-served. Essential Duties and Responsibilities Provide high-level administrative, operational, and organizational support to the CEO and executive leadership, acting as a trusted partner and extension of the executive. Maintain strict confidentiality of all company, personnel, financial, strategic, and sensitive business matters; exercise sound judgment, discretion, and tact within scope of authority. Serve as liaison with internal departments, senior leaders, board-level stakeholders, and external partners; represent the executive professionally and consistently across all interactions. Interpret and understand requests, analyze information, and independently determine appropriate responses, priorities, or routing to ensure timely and effective resolution. Compose, edit, and prepare general and advanced communications; summarize complex or lengthy materials and highlight critical information, risks, and decision points for the executive. Ensure timely flow of information to and from the executive by organizing materials, tracking follow-ups, maintaining communication cadences, and managing asynchronous updates across a distributed leadership team. Create, edit, and prepare reports, presentations, summaries, forms, and operational documents using advanced features of presentation, graphic, and reporting software; prepare, manage, analyze, and validate monthly operational reporting. Proactively manage the executive’s calendar to optimize time, ensuring proper prioritization, preparation windows, and alignment to strategic goals; identify conflicts early and anticipate scheduling needs. Organize virtual and in-person meetings, including agendas, pre-reads, supporting documents, technology setup, and follow-up action tracking;. Arrange complex domestic travel and itineraries, confirm all logistics in advance, and prepare business documents required for travel-related meetings; develop contingency plans for potential disruptions. Coordinate board meeting logistics including scheduling, materials preparation and distribution, board member communications, and post-meeting follow-up; maintain strict confidentiality in all board-related activities. Initiate, organize, and execute projects with minimal direction; track milestones, deadlines, risks, and dependencies to support smooth execution and cross-functional alignment. Coordinate across departments to support executive priorities, maintain visibility into ongoing initiatives, and ensure follow-through on commitments; maintain trackers for action items and decisions. Support executive productivity by preparing briefings, consolidating information from multiple sources, running point on follow-ups, and identifying issues requiring escalation. Facilitate efficient remote collaboration by administering digital workspaces, maintaining organized online files, preparing virtual meeting setups, and leveraging templates, automation tools, and AI capabilities to improve workflow efficiency. Troubleshoot basic technology-related issues and support adoption of communication or collaboration tools to ensure seamless participation in remote meetings and digital workflows. Provide professional engagement and frontline support for colleagues, executives, clients, and external partners (virtually or in person); answer, screen, and route inquiries using a service-oriented approach. Complete, review, and process expense reports, invoices, vendor payments, and other accounting items for assigned leaders. Establish, maintain, and update filing and records systems (digital and physical) consistent with company records retention policies; ensure logical organization and efficient retrieval of information. Review electronic and physical mail and prioritize materials according to executive direction; categorize and distribute items appropriately to support timely response management. Demonstrate resourcefulness, initiative, and strong problem-solving skills; independently manage competing priorities and multiple deadlines; remain composed and effective under pressure. Other duties as assigned. Requirements 10-12 years of experience providing direct administrative support to C-suite executives (CEO, CAO, CIO, or equivalent); or equivalent combination of education and experience. Prior experience supporting board-level activities strongly preferred. Strong analytical, verbal and written communication skills, as well as ability to interface professionally with all levels of the company. Possess advanced proficiency with MS Office products including Word, Excel, PowerPoint, Visio and Outlook. Demonstrated proficiency with AI tools and automation platforms to improve workflow efficiency; ability to leverage technology to enhance executive support functions. Ability to create/build formulas within spreadsheets; ability to create organizational charts and flow charts. Technical and intuitive capability with systems and reporting. Proficiency with Microsoft SharePoint and Teams and virtual collaboration platforms; ability to set up, manage, and troubleshoot webcasts and virtual executive meetings. Must be able to maintain the highest level of confidentiality. Ability to use good judgment t