Senior Executive Assistant

Description

Work Arrangement

This role is categorized as hybrid. This means the successful candidate is expected to report to Warren three times per week, at minimum.

Overview:

We are seeking a highly organized, proactive, and detail-oriented Senior Executive Assistant with the highest standards. This key role supports the Senior Vice President of R&D, Manufacturing and Vehicle Engineering, by serving as a strategic partner and managing administrative responsibilities enabling the executive to operate at peak efficiency, helping to surpass organizational goals and maximize the leadership teams impact. Responsibilities include managing meetings, ensuring timely and high-quality completion of assignments, creating presentations, and supporting team success.

• Proactive Calendar Management & Time Optimization: This involves not just scheduling, but strategically managing complex calendars, anticipating needs, resolving conflicts across multiple time zones, and ensuring the executive's time is aligned with their priorities. This includes blocking out focus time, meeting preparation, and travel recovery.
• Communication Management & Liaison: Serving as the primary point of contact for internal and external stakeholders, screening communications (emails, calls, memos), drafting and preparing executive-level correspondence, and acting as a gatekeeper to protect the executive's time and focus. This often involves speaking on behalf of the executive with discretion.
• Information Management & Dissemination: Organizing, maintaining, and managing confidential files, documents, and databases. This also includes preparing summaries of lengthy correspondence, reports, and data to inform decision-making.
• Research & Data Analysis: Conducting research, compiling data, and preparing reports or presentations to support the executive's initiatives, strategic planning, and decision-making processes.
• Project Coordination & Management: Assisting with various projects, tracking deadlines, following up on action items, and ensuring deliverables are met on time. This can involve coordinating with multiple departments and external partners.
• Problem-Solving & Anticipation: Proactively identifying potential issues or needs and developing solutions before they arise. This requires a strong understanding of the executive's preferences, the business, and organizational dynamics.
• Discretion and Confidentiality: Handling highly sensitive and confidential information with the utmost discretion and professionalism. This is paramount in a senior executive support role.

• Complex Travel Arrangements: Coordinating domestic and international travel, including flights, accommodations, transportation, visas, and detailed itineraries, often with last-minute changes and in multiple time zones.
• Meeting Management: Planning, organizing, and executing complex meetings, conferences, and events. This includes developing agendas, preparing and distributing materials, coordinating logistics (catering, AV), attending meetings to take comprehensive minutes, and ensuring follow-up on action items.
• Expense Management: Preparing and processing expense reports, invoices, and other financial documentation accurately and in a timely manner.
• Vehicle Coordination: Managing vehicles exchanges and coordination of vehicle evaluations.
• Presentation Preparation: Creating, editing, and formatting high-quality presentations, reports, and other documents using various software (e.g., PowerPoint, Excel, Word).
• Organization Representative: Welcome and assure a smooth experience for both internal and external people visiting the office.
• Comprehensive support for All People Meetings, Executive Leadership Meetings, and employee recognition events: Responsibilities include end-to-end coordination of scheduling, ensuring alignment with communications, events, and facilities teams, and proactively managing logistics to ensure seamless execution.

• Building Strong Relationships: Cultivating effective working relationships with internal teams, external partners, clients, and board members.
• Professional Representation: Acting as a professional and positive representative of the executive and the organization at all times.
• Adaptability and Flexibility: Being highly adaptable to changing priorities, last-minute requests, and a fast-paced, demanding environment, availability outside of standard business hours required.

• 7+ years of experience supporting senior executives in a fast-paced, high-performance environment.
• Exceptional organizational and communication skills.
• Strong proficiency in Microsoft Office Suite (especially PowerPoint and Outlook).
• Ability to anticipate needs, take initiative, and work independently.
• Comfortable working with ambiguity and shifting priorities.
• High attention to detail and a commitment to excellence.
• Able to navigate executive environments with professionalism, confidence, and strategic awareness.

• Thinks like a chief of staff, acts like a trusted gatekeeper.
• Thrives under pressure and holds themselves to a high bar.
• Understands the importance of preparation, polish, and follow-through.

• This job may be eligible for relocation benefits.