Executive Assistant

Executive Assistant (Advanced Excel Proficiency) Our client, a long-standing leader in academic and travel-based summer programs, is looking for a highly organized Executive Assistant to support daily functions of the Global Operations team. This role provides administrative, project coordination, and operational support across a wide portfolio of international youth programs. The ideal candidate thrives in fast-paced environments, excels at tracking complex details, and demonstrates proactive problem-solving. You will maintain documentation, coordinate communications, support workflows, and help ensure smooth planning and in-season execution across multiple program sites. The Executive Assistant (Advanced Excel Proficiency) will provide high-level administrative, operational, and analytical support to C-level executives. This role requires exceptional organizational skills, advanced Excel capability, strong communication, and the ability to manage sensitive information with discretion. You will oversee executive calendars, coordinate projects, handle detailed documentation, manage reporting workflows, and prepare data-driven insights that enable fast and informed decision-making. The ideal candidate is proactive, detail-oriented, excels in fast-paced environments, and brings a strong ability to manage complex tasks with minimal oversight. Your Impact: Strengthen executive productivity through precise calendar, communication, and workflow management. Improve organizational visibility by preparing data-driven reports and dashboards using advanced Excel tools. Enhance team coordination by serving as the central point of contact across operations, finance, and external partners. Support strategic decision-making with timely reporting, research, and process optimization. Core Responsibilities: 1. Executive Administrative Support 35% Manage complex C-level calendars, scheduling, travel arrangements, and meeting logistics. Prepare agendas, record meeting minutes, and track all follow-ups and action items. Draft executive correspondence and manage inbox workflows. Handle confidential documents, agreements, and personnel information with discretion. Coordinate cross-functional communication on behalf of the executive team. 2. Advanced Excel Reporting & Data Analysis 25% Build and maintain spreadsheets, dashboards, and reports using advanced Excel functions (PivotTables, XLOOKUP, INDEX/MATCH, conditional formulas, macros, etc.). Analyze operational, financial, and performance data to support decision-making. Prepare weekly, monthly, and quarterly reports for executive review. Improve existing data workflows and create streamlined documentation. 3. Project Coordination & Documentation 15% Support executives in tracking milestones, deliverables, and cross-team project alignment. Maintain accurate documentation, SOPs, and process materials. Assist with project timelines, risk identification, and follow-through. Facilitate approval workflows and update project documentation. 4. Operations & Internal Support 15% Coordinate logistics for internal meetings, trainings, and executive sessions. Assist with procurement, vendor coordination, and expense documentation. Maintain internal databases, files, and shared drives for easy access. Support onboarding processes and internal communication updates when needed. 5. Communications & Stakeholder Coordination 10% Draft clear, professional communication for internal and external stakeholders. Maintain distribution lists, message templates, and communication schedules. Serve as liaison between executives and teams across operations, finance, and external partners.