Executive Assistant
4 days ago
Atlanta
Focus: Project Portfolio Support & Procurement Lead Executive Assistant Position Summary The Executive Assistant to the Global Technology Executive provides high-level administrative, operational, and strategic support to enable the effectiveness of the global technology organization. This role goes beyond traditional executive assistance, serving as a trusted partner to the Executive with direct responsibility for project portfolio coordination, technology procurement leadership, and cross-functional communication. The ideal candidate demonstrates a strong sense of urgency, exercises exceptional judgment and confidentiality, and possesses advanced Microsoft Office skills, particularly in Excel and PowerPoint, to support executive decision-making and enterprise-wide initiatives. Executive Assistant Key Responsibilities Executive & Strategic Support • Provide proactive, high-level administrative support to the Executive, including calendar management, meeting coordination, and preparation of executive materials, • Anticipate needs, prioritize competing demands, and act with urgency in a fast-paced, global environment, • Handle highly sensitive and confidential information with discretion and professionalism, • Serve as a trusted liaison between the organization and internal/external stakeholders, • Establish disciplined, proactive calendar management, optimizing the Global Executive’s time through strategic prioritization, preparation, and conflict resolution across multiple time zones Project Portfolio Support • Support the Global Technology Project Portfolio by tracking initiatives, milestones, dependencies, risks, and deliverables, • Maintain and manage portfolio dashboards, reports, and executive summaries using Excel and PowerPoint, • Coordinate portfolio reviews, governance meetings, and leadership updates, • Partner with project managers and technology leaders to ensure timely, accurate reporting and follow-through Procurement Coordination Responsibilities • Act as the primary point of coordination for technology procurement activities on behalf of the organization, • Manage purchase requests, vendor onboarding, renewals, and contract documentation in collaboration with Finance, Legal, and Procurement teams, • Track budgets, forecasts, and spend using Excel-based models and reporting tools, • Ensure procurement processes are followed efficiently while meeting business urgency Communication & Collaboration • Prepare clear, concise, and professional executive communications, presentations, and reports, • Facilitate effective communication across global, cross-functional teams, • Represent the Organization with professionalism, responsiveness, and credibility Executive Assistant Required Qualifications • 8-10 years of experience supporting senior executives, preferably in a technology or global corporate environment, • Demonstrated experience supporting project portfolios and/or procurement processes, • Exceptional organizational skills with a proven ability to manage multiple priorities under tight deadlines, • High level of integrity with demonstrated ability to maintain strict confidentiality Executive Assistant Technical & Professional Skills • Advanced proficiency in Microsoft Office, with particular strength in:, • Excel (tracking, reporting, formulas, data analysis), • PowerPoint (executive-level presentations, storytelling, visual clarity), • Strong written and verbal communication skills, • Detail-oriented with excellent follow-through and accountability Executive Assistant Personal Attributes • Strong sense of urgency and ownership, • Highly professional, discreet, and trustworthy, • Confident communicator who can interact effectively with senior leaders, • Proactive, resourceful, and solution-oriented First 90 Days – Success Metrics First 30 Days: Orientation & Foundation • Establish a trusted working relationship with the Executive and key members of the technology leadership team, • Demonstrate full understanding of Global Executive’s priorities, operating rhythm, and decision-making cadence, • Independently manage calendar, meetings, and communications with accuracy and responsiveness, • Gain working knowledge of the global technology project portfolio, key initiatives, and governance processes, • Learn and adhere to all confidentiality, procurement, and financial control requirements, • Produce accurate, timely meeting materials and executive communications using Excel and PowerPoint Days 31–60: Ownership & Execution • Independently coordinate project portfolio reporting, including dashboards, timelines, and executive summaries, • Deliver consistent, high-quality portfolio updates that require minimal revision from leadership, • Take ownership of technology procurement coordination, including tracking requests, approvals, and renewals, • Establish reliable Excel-based tracking for spend, contracts, and procurement status, • Proactively identify risks, gaps, or delays within the project portfolio or procurement processes and escalate appropriately, • Demonstrate a strong sense of urgency through timely follow-up and issue resolution Days 61–90: Optimization & Impact • Operate as a trusted extension of the Global Executive, anticipating needs and driving follow-through without prompting, • Provide clear, executive-ready visibility into the technology project portfolio, enabling informed decision-making, • Improve efficiency and clarity in portfolio and procurement reporting through refined templates or processes, • Ensure procurement activities are well-documented, compliant, and aligned with budget expectations, • Deliver polished executive presentations and communications with consistent quality and professionalism, • Be recognized by key stakeholders as reliable, responsive, and highly confidential 90-Day Outcomes • By the end of the first 90 days, the Executive Assistant will:, • Enable the Global Executive to focus on strategic priorities with confidence in operational execution, • Provide dependable, accurate insights into project portfolio status and technology spend, • Serve as a central point of coordination across portfolio management and procurement, • Establish credibility and trust across global technology and corporate partners