Temporary Executive Assistant

We are seeking a highly organized, proactive Temporary Assistant to support our C-Suite Executive during a maternity leave transition period. This role is essential to keeping schedules, meetings, and travel running smoothly and requires strong judgment, attention to detail, and confidence managing priorities in a fast-paced, in-office environment.Key ResponsibilitiesScheduling & Calendar ManagementManage the Executive’s calendar based on verbal, email, or text requests.Schedule meetings and events as confirmed or tentative, ensuring all details are accurate and complete (date, time zone, location, notes, links, etc.).Monitor the calendar daily to anticipate conflicts, overlaps, and follow-up needs.Use sound judgment to cancel or reschedule meetings when schedules shift or meetings run over—prioritizing based on importance and attendees.Meeting ManagementSchedule one-on-one meetings as calendar appointments and meetings with multiple attendees via Microsoft Teams.Prepare conference rooms for in-office meetings, ensuring they are clean, organized, and presentable.Set up Microsoft Teams meetings on conference room monitors when needed.Coordinate catering and meeting setup per the Executive’s request.Print and prepare meeting materials in advance when required.Greet guests upon arrival and offer refreshments such as water or coffee.Travel CoordinationManage travel logistics for conferences, meetings, and events.Track tentative events and follow up as needed to confirm attendance and travel requirements.Book flights, rental cars, and hotels using company travel accounts.Ensure all travel details are clearly documented on the Executive’s calendar.Assist with travel-related projects such as visa research.Proactively check in with the Executive when events are added to determine whether travel arrangements are needed.Additional SupportAssist with special projects or administrative tasks as needed.Serve as a reliable point of coordination to help reduce friction and ensure smooth day-to-day operations.Comfortable operating company vehicles when needed to support business or administrative needs.Manage incoming and outgoing mail and packages, ensuring timely distribution and handling.QualificationsPrior experience supporting senior leadership as an Executive Assistant or Administrative Assistant.Strong organizational skills and exceptional attention to detail.Ability to exercise discretion, judgment, and professionalism at all times.Comfortable working in a fast-paced, in-office environment.Proficient in Microsoft Outlook, Microsoft Teams, and standard office tools.Strong communication skills and a service-oriented mindset.Must have reliable transportation and the ability to travel locally as needed.