Executive Assistant to External Affairs Team

Are you a professional with at least three years of experience supporting a leadership team or C-suite executive? This global organization is seeking an Executive Assistant with warm firepower to support the external affairs and communications team with administrative functions. From scheduling and calendar management to travel booking and expense report processing, the ideal candidate is an experienced administrative thinker with flexibility towards team assignments and overall eagerness to do what it takes to move the needle.

About the Job:

Acting as a master scheduler, coordinate meetings, appointments, events and calendaring across internal and external contacts for the greater communications department.

Provide meeting preparation materials, take active meeting notes, provide follow-up details and action items.

Schedule domestic and international travel itineraries, including multiple stop trips, expense reporting needs and travel adjustments as needed.

Manage and maintain client relationships and external facing communication efforts with key players. Be a trusted ambassador.

Handle expense reports and ad hoc financial tracking spreadsheets related to the communications team’s initiatives.

Run an organized administrative desk; compile, proofread, and finalize external and internal-facing documents, memos, and communication assuring alignment with internal objectives and the voice of the team.

About the Culture:

A team culture that is built on collaboration and opportunity to learn from brilliant executives.

A salary and benefits package that is extremely competitive in the market.

Continuous professional development and training opportunities.

Hybrid work model; three mandated days in-office. .

About You:

Aligned. You possess at least three years of executive or senior leadership support, especially managing changing deadlines; Bachelor’s degree is preferred.

Proactive. You thrive on staying a step ahead and anticipating what needs to get done.

Collaborative. You can work with others towards a common goal and provide extended assistance across a team.

“It” factor. You learn the needs of your executives and mold your day to make theirs easier. You are adaptable across projects and manage time with intent.

Highly communicative. Whether it’s written or verbal, you are excellent in delivering quality work, personable interaction and polish.

Essential to Hawthorne Lane’s success is our ability to attract talent from a range of backgrounds. Our network reflects the diverse community around us, and we believe in a workplace where everyone feels valued and empowered to succeed. Applicants will not be discriminated against on the basis of race, color, creed, religion, sex, national origin, age, disability, marital or veteran status, sexual orientation, or any other legally protected status.