Executive Assistant – CTXO
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Job Description
Executive Assistant providing administrative support to Chief Talent and Experience Officer at PAEA. Coordinating logistics, communications, and project management for member engagement and volunteer operations.
Responsibilities:
- Provide strategic administrative support to the Chief Talent and Experience Officer, including managing a complex calendar, aligning priorities, and optimizing time against key initiatives.
- Support travel logistics, including processing expense reports, reimbursements, and invoices in a timely manner.
- Oversee correspondence and communications, drafting materials and ensuring timely responses and follow-up.
- Track and manage key initiatives across Member Experience, Volunteer Engagement, and People & Culture, monitoring timelines, milestones, and deliverables.
- Maintain project plans to provide visibility into progress, risks, and dependencies.
- Coordinate internal and external meetings, including scheduling and developing agenda and materials.
- Capture meeting notes, manage action items, and drive accountability for follow-through.
- Support volunteer committee operations including planning, scheduling, logistics, and materials coordination.
- Plan and execute internal and external events as needed, managing timelines, resources, and logistics.
- Maintain organized systems for documentation and records to support project continuity and knowledge sharing.
- Support and coordinate special projects and cross-functional initiatives, ensuring alignment, communication, and timely execution.
Requirements:
- 3–5+ years of experience in executive administration, operations, or project coordination
- Strong organizational skills
- Exceptional communication skills (written and verbal)
- High attention to detail and follow-through
- Ability to manage multiple priorities and stakeholders
- Proficiency in Microsoft Office (Outlook, Excel, Word, PowerPoint)
- Experience with project management tools (e.g., Smartsheet, Asana, Monday.com)
Benefits:
- health, life, and disability insurances
- paid time off and holidays
- 403(b) retirement plan with an 8% employer contribution
- monthly wellness stipend
- professional development funding
- tuition assistance
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