Executive Assistant

Schedule

• Shift Hours: 8:00 AM – 4:00 PM or 9:00 AM – 5:00 PM
• Hybrid Schedule:
  • Onsite: Tuesday, Wednesday, Thursday
  • Remote: Monday & Friday
• Interviews Required

Position Overview

Seeking an experienced Executive Assistant to provide high-level executive and administrative support to two Vice Presidents within the IT Leadership organization, supporting Cybersecurity and Corrugated Packaging teams.

This role serves as a strategic business partner within a fast-paced, global IT environment and requires a proactive, highly organized professional who can operate with speed, precision, discretion, and a "digital-first mindset. The ideal candidate will independently manage competing priorities, support executive operations, coordinate complex logistics, and leverage emerging AI and productivity technologies to maximize executive efficiency.

Must-Have Qualifications

1. Advanced Microsoft 365 expertise, especially:
   • Outlook
   • Microsoft Teams
2. Experience with corporate travel and expense systems:
   • Concur preferred
3. Experience utilizing AI productivity tools and executive automation:
   • Microsoft Copilot preferred

Key Responsibilities

Executive & Calendar Management

• Manage complex, fast-moving calendars for two Vice Presidents
• Anticipate scheduling conflicts and prioritize strategic meetings and engagements
• Prepare detailed agendas, briefing materials, and executive meeting packets
• Track follow-up actions and drive completion of action items across the organization

Meeting & Event Coordination

• Coordinate end-to-end logistics for:
  • Leadership meetings
  • Executive off-sites
  • Team lunches/dinners
  • Special events
• Source venues and coordinate meeting technology integration
• Support digital collaboration for global teams utilizing Microsoft Teams features such as:
  • Webinars
  • Whiteboarding
  • AI-generated meeting recaps

Travel Coordination

• Coordinate complex domestic and international travel arrangements including:
  • Flights
  • Hotels
  • Ground transportation
  • Visa coordination
• Develop detailed itineraries with contingency planning ( "Plan B and "Plan C scenarios)

AI & Technology Support

• Act as a power user and champion for emerging productivity tools
• Utilize Microsoft Copilot and AI tools for:
  • Drafting communications
  • Research
  • Data synthesis
  • Workflow optimization
• Quickly adapt to new software platforms and technologies

Administrative & Financial Support

• Process expense reports, invoices, subscriptions, and vendor coordination activities
• Ensure compliance with corporate procurement standards
• Handle sensitive and confidential information with discretion and professionalism
• Continuously improve administrative processes and workflow efficiency

Required Qualifications

• Bachelor's degree required
• Minimum 3 years of experience supporting Vice President-level leadership or above
• Prior experience supporting IT leadership or working within a high-tech corporate environment strongly preferred
• Advanced Microsoft Office 365 proficiency, especially:
  • Outlook
  • Teams
  • Copilot/AI tools
• Strong organizational, communication, and interpersonal skills
• Ability to manage multiple priorities in a fast-paced environment
• Strong attention to detail and professionalism
• Ability to maintain confidentiality and exercise sound judgment

Additional Requirements

• Must be comfortable working onsite at least 3 days per week
• Ability to commute between local Georgia offices as business needs require
• Must demonstrate a proactive, adaptable, and forward-thinking approach
• Strong work ethic with excellent proofreading, communication, and administrative coordination skills