Executive Assistant Job at Activate Talent in Rochester

Executive Assistant

Overview

We're looking for a sharp, proactive, and business-savvy Executive Assistant to support our executive team. This role goes far beyond traditional administrative tasks. You will serve as a strategic partnersomeone who anticipates needs, keeps operations running smoothly, and enables leadership to work at their highest level.

If you excel in organization, communication, and managing fast-paced priorities, you'll thrive here. From calendar management and inbox organization to international travel arrangements, project coordination, and day-to-day virtual errands, you'll act as the executive's right hand in all aspects of their professional workflow.

Key Responsibilities

• Manage complex executive calendars and coordinate meetings across multiple time zones.
• Draft, organize, and respond to high-priority emails and messages with professionalism and accuracy.
• Book and manage end-to-end travel logistics, including flights, hotels, ground transportation, visas, and itinerary planning.
• Handle virtual errands and provide personal assistance for executive needs when required.
• Prepare meeting documents such as agendas, notes, summaries, and follow-up action items.
• Organize digital files, receipts, and communications with vendors, partners, and internal teams.
• Act as the primary gatekeeper, managing stakeholder communication and protecting the executive's time.
• Assist with light project management, research, reporting, and administrative oversight.
• Maintain the highest level of confidentiality and discretion in all matters.