Executive Assistant (m/w/d)

Job Description

This role requires someone who is highly organized, thorough, efficient, responsive, and professional. The ideal person has strong attention to detail, works quickly without sacrificing accuracy, anticipates needs, solves routine problems independently, and keeps work moving without needing constant direction. Success requires being proactive, calm, thoughtful, and able to manage many details at once while providing support in a way that is clear, well-timed, and not overly intrusive.

Why Eagle Creek?

• A comprehensive benefits plan: Medical, Dental, Vision, HSA, FSA, Commuter benefits, Voluntary Life, 401(k) Match.
• Eleven paid holidays per year, plus a competitive PTO schedule and time off to volunteer or give back to your community.
• Access to a company-funded Employee Assistance Program.
• Employee discounts through ADP LifeMart.
• Tuition Reimbursement as well as access to trainings & mentors for Career Progression and Personal Development.

What You'll Do

• Maintain a high level of responsiveness and professionalism in all communications and interactions.
• Be proactive, organized, and detail-oriented.
• Take ownership of assigned tasks while also looking for reasonable ways to improve systems, processes, and communications.
• Use good judgment, common sense, and a service-oriented approach.
• Provide clear, timely updates on important items, while keeping routine details brief and organized and don't overload with unnecessary details.
• Anticipate needs related to meetings, travel, board work, communications, and scheduling.
• Work closely with the executive team to understand priorities, anticipate scheduling and coordination needs, share relevant updates, and help make sure the right people have the right information at the right time.
• Follow through quickly & reliably and confirm completion of important tasks.

Calendar Management

• Keep calendar fully up to date at all times.
• Include all meetings, events, travel, board commitments, personal scheduling holds, and key deadlines.
• Avoid unnecessary calendar conflicts and flag conflicts early.
• Add helpful details to calendar entries, such as location, links, phone numbers, attendees, agendas, travel time, parking information, bios, and preparation notes.
• Build in appropriate buffers for travel, prep time, follow-up, and transitions between meetings.
• Regularly review the upcoming calendar to identify gaps, conflicts, missing information, or preparation needs.

Travel Coordination

• Book and coordinate all travel, including flights, hotels, rental cars, transportation, meeting logistics, and itineraries.
• Preference: direct flights whenever possible.
• Airline preference: American Airlines when possible.
• Seat preference: emergency exit row, right side of the plane, window seat when available.
• Hotel preference: Hyatt hotels when available and appropriate.
• Include all key travel information on calendar, including flight times, confirmation numbers, hotel details, ground transportation, meeting locations, addresses, and relevant contact information.
• Monitor for flight changes, delays, cancellations, or travel disruptions.
• Troubleshoot travel issues quickly.

Meeting & Event Coordination

• Arrange and coordinate Bethesda meetings and events.
• Arrange and coordinate Board meetings, events, meals, logistics, materials including agendas and board memos, and follow-up details.
• Manage meeting invitations, attendance lists, room reservations, technology needs, catering, travel coordination, and materials.
• Confirm details in advance (at least one week) so meetings and events run smoothly.
• Prepare and distribute agendas, bios, meeting packets, printed materials, or digital materials.
• Track follow-up items from meetings and help ensure next steps are completed.
• Provide all information to attendees well in advance of meetings.

Board & Documentation Support

• Help prepare board documents, packets, communications, reports, presentations, and related materials.
• Assist with drafting, formatting, proofreading, and organizing documents.
• Ensure materials are professional, accurate, polished, and delivered on (or before) due.
• Maintain organized files for board materials, meeting notes, important communications, and reference documents.
• Help coordinate deadlines for board preparation and make sure required materials are ready and distributed in advance.
• Support communication with board members and other key stakeholders in a professional and timely manner.

Scheduling, Communication & Coordination

• Respond promptly and professionally to scheduling requests, meeting inquiries, and messages that require follow-up.
• Communicate regularly with the executive team to understand priorities, meeting needs, coordination requests, and follow-up items.
• Help determine who needs to be included in meetings and confirm the right attendees are invited.
• When scheduling meetings, include helpful context such as the purpose of the meeting, key agenda items, needed decisions, preparation materials, and relevant background information.
• Draft polished emails and messages for scheduling, meeting coordination, follow-up, and routine communication.
• Track open scheduling and communication items until meetings are confirmed or next steps are clear.
• Keep communication concise, courteous, and clear, while making sure the right people have the right information at the right time.
• Flag conflicts, missing information, or unclear priorities early so they can be resolved before they become urgent.

Success in This Role Looks Like

• Calendar is accurate, complete, and manageable.
• The executive team is well supported through clear communication, timely scheduling, helpful meeting context, and organized follow-up.
• The calendar, travel, meeting materials, and follow-up items are reviewed regularly so upcoming needs are anticipated and handled in advance.
• Travel is booked smoothly and reflects preferences.
• Meetings and board events are well organized and professionally handled.
• Emails and scheduling requests are answered promptly and respectfully.
• Documents are polished, timely, and easy to use.
• Tasks do not fall through the cracks.