Executive Assistant to Senior Business Analyst and Executive Manager
3 days ago
Stockton
Job Description Apply Here: Job Summary: The Executive Assistant provides strategic, operational, and administrative support to the Senior Business Analyst & Executive Manager. This role functions as an extension of leadership—enhancing productivity, driving accountability, supporting cross-department communication, and ensuring alignment with company-wide initiatives. The position requires exceptional organizational skills, strong communication abilities, and comfort working in a fast-paced, high-visibility environment. Essential Duties and Responsibilities Strategic Support & Project Coordination • Attend high-level leadership, project, and departmental meetings; take detailed notes and document key decisions., • Track project milestones, timelines, deliverables, and follow-up responsibilities across multiple teams., • Prepare summaries, reports, and executive-level updates for ongoing initiatives., • Support integration of business analysis, AI adoption, information systems, and operational improvements., • Manage and prioritize the executive’s calendar, ensuring alignment with strategic objectives., • Coordinate recurring meetings, planning sessions, reviews, and cross-department activities., • Anticipate and resolve scheduling conflicts proactively., • Schedule protected time for focus work, planning, and strategic analysis., • Serve as a communication conduit between the Senior Business Analyst & Executive Manager, the Executive Team, managers, and employees., • Draft correspondence, follow-up messages, reminders, and summaries to ensure alignment and clarity., • Analyze incoming communications (emails, reports, memos) and determine appropriate responses or routing., • Coordinate with the CEO’s Executive Assistant to align executive-level agendas, project reviews, and priorities., • Monitor progress on project deliverables, departmental KPIs, and strategic initiatives., • Flag delays, risks, and deviations from goals or timelines., • Maintain visibility into commitments across departments to ensure follow-through., • Prepare agendas and ensure alignment with company goals and priorities., • Connect with meeting owners to confirm agenda readiness and required documentation., • Distribute meeting minutes, track follow-up responsibilities, and ensure timely status updates., • Weekly Executive Tactical & Strategic Meetings, • Monthly Executive Team Offsite (full day), • Quarterly Two-Day Strategic Offsite (coordinated with Sandy Reed), • Monthly Manager Meetings:, • Collaborate with the CEO’s EA on agenda creation, • Collect department KPIs and action items, • Create, edit, and organize executive presentations, reports, and communication materials., • Maintain filing systems, databases, and corporate records with accuracy and confidentiality., • Assist with confidential projects, compliance documentation, and sensitive operational tasks., • Cascade the executive’s directives in clear, actionable communication., • Work closely with managers and team leads to verify progress and ensure operational follow-through., • Maintain structured documentation to support accountability and consistency in execution. Desired Attributes & Competencies • Exceptional organization, prioritization, and follow-through., • Strong written and verbal communication skills., • Analytical mindset with comfort working with data, KPIs, and metrics., • Proactive thinker able to anticipate needs, risks, and scheduling challenges., • Experienced with project management, information systems, and cross-functional collaboration., • Discretion, professionalism, and trustworthiness with confidential information., • Education: High School Diploma required; Associate’s Degree preferred., • Experience: 3–5 years in executive support, project coordination, or related administrative roles., • Technical Skills:, • Strong proficiency in Microsoft Office Suite, • Familiarity with CRM or ERP systems (AccountMate, Salesforce, etc.), • Experience with project management tools preferred, • Professional Skills:, • Strong organizational, problem-solving, and time-management capabilities, • Ability to manage shifting priorities in a fast-paced environment, • Standard office environment with moderate noise levels., • Frequent use of computer, phone, and office equipment., • Requires sitting, standing, and walking for extended periods., • Occasional lifting of up to 25 lbs.