Executive Assistant

Executive Assistant

We are seeking an experienced, highly organized Executive Assistant to provide high-level administrative and operational support to a C-level executive and the National Leadership Team. This is a fast-paced role supporting a senior executive who operates at a very high level and manages significant business responsibilities. The successful candidate will serve as a trusted partner who keeps priorities moving, stays ahead of changing needs, and ensures the executive can focus on the business rather than the logistics surrounding it. This is not a role for someone who simply waits for assignments. We are looking for someone who anticipates what is needed, thinks several steps ahead, takes ownership, and solves problems independently. The ideal candidate is calm under pressure, highly responsive, discreet, and comfortable operating in an environment where priorities can change quickly.

The initial assignment is a 6-month contract with potential for contract-to-hire based on performance and business needs.

Executive & Administrative Support

• Provide dedicated executive-level administrative support to a C-level senior executive
• Manage day-to-day administrative responsibilities and maintain accurate records and information.
• Anticipate executive needs and proactively address issues before they become problems.
• Manage assigned responsibilities independently, exercising sound judgment and knowing when to escalate an issue.
• Monitor outstanding requests and follow up with others to ensure commitments and deadlines are met.
• Serve as a highly responsive point of contact and keep the executive informed of important updates.
• Handle confidential and sensitive information with discretion and professionalism.

Calendar & Time Management

• Own and maintain a complex executive calendar with multiple competing priorities.
• Proactively manage scheduling, prioritization, and time allocation.
• Protect time for key priorities and ensure meetings are scheduled appropriately around the executive's availability.
• Identify scheduling conflicts and recommend solutions rather than simply flagging problems.
• Anticipate changes in the executive's schedule and make adjustments quickly and efficiently.

Travel & Logistics

• Coordinate complex domestic and international travel arrangements.
• Manage dynamic itineraries, accommodations, transportation, meeting logistics, and other travel details.
• Monitor flights and travel schedules and proactively address delays, cancellations, itinerary changes, or other disruptions.
• Be available to assist with urgent travel-related issues when necessary, including occasional after-hours support.
• Think ahead about layovers, travel time, connections, and logistics to ensure travel plans are practical and efficient.

Meetings & Events

• Coordinate meetings, leadership events, dinners, and other executive engagements from start to finish.
• Prepare meeting agendas, materials, and supporting documentation.
• Coordinate meeting rooms, room blocks, catering, dinners, and other event logistics.
• Provide presentation and logistical support for virtual and in-person meetings and events.
• Ensure all details are handled before, during, and after meetings and events.

Documentation & Presentation Support

• Organize, maintain, and secure digital documentation for easy retrieval.
• Prepare and submit executive expense reports while ensuring compliance with company policies.
• Develop, edit, and format PowerPoint presentations and other executive materials.
• Utilize Microsoft Word, Outlook, PowerPoint, and Excel to support executive and team needs.
• Provide virtual and in-person presentation support as needed.

What We're Looking For

• 5+ years of experience in administrative, executive assistant, or operational support roles.
• Previous experience providing direct support to senior leadership or C-level executives is required.
• Demonstrated ability to manage complex calendars, travel arrangements, meetings, and competing priorities.
• Advanced proficiency with Microsoft Office, particularly Outlook, PowerPoint, and Word; working knowledge of Excel is preferred.
• Strong attention to detail and exceptional organizational skills.
• Excellent written and verbal communication skills.
• Strong problem-solving and critical-thinking abilities.
• Ability to interact confidently and professionally with executives and leadership teams.
• Exceptional follow-through and accountability.
• Ability to work independently and make sound decisions without constant direction.
• High level of responsiveness and customer-service orientation.
• High school diploma required; bachelor's degree preferred.

This job is Hybrid Remote. Pay Range: Hourly $38.00 to $40.00. We offer several comprehensive benefits package including health and life insurance, paid and unpaid time off, and retirement and savings plans to qualifying employees.

Sparks Group is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, pregnancy, citizenship, family status, genetic information, disability, or protect veteran status.