Overview:
Position Overview
i2G Systems is seeking an experienced Executive Assistant to support Senior Operations Leadership. This role requires a highly seasoned administrative professional with exceptional discernment, sound judgment, and the ability to operate effectively in a fast-paced, high-demand environment.
The ideal candidate is a trusted support partner who demonstrates operational awareness, agility, and professionalism. This individual excels in managing complexity, protecting executive time, handling sensitive information with absolute discretion, and ensuring seamless coordination across priorities.
This is a senior-level support role requiring maturity, composure, and the ability to manage multiple work streams simultaneously without loss of detail or quality.
Responsibilities:
Key Responsibilities:
Executive Support
- Manage complex and dynamic calendars, prioritizing competing requests and coordinating high-priority meetings across stakeholders and time zones.
- Prepare detailed briefings, agendas, presentation materials, and business updates for internal and external meetings.
- Ensure the executive is fully prepared for meetings through proactive material gathering and organization.
- Track and monitor action items, ensuring timely follow-up and completion.
- Exercise strong discernment in managing incoming communications and meeting requests.
Operational & Business Support
- Assist in reviewing operational data, reports, and dashboards; organize information into clear, concise summary materials.
- Support business intelligence efforts through data gathering, preliminary synthesis, and preparation of executive-ready summaries.
- Coordinate operational initiatives by tracking milestones, deadlines, and cross-functional inputs.
- Maintain visibility across work streams to support alignment and follow-through.
Judgment, Discretion & Agility
- Apply sound judgment when managing sensitive information, communications, and organizational matters.
- Demonstrate high levels of discretion and confidentiality in all interactions.
- Anticipate needs and adjust priorities quickly in response to shifting demands.
- Maintain composure and accuracy while managing multiple urgent requests simultaneously.
Communication & Coordination
- Draft correspondence, internal communications, and follow-up documentation on behalf of Senior Operations Leadership.
- Liaise with leaders, staff, and business partners to ensure seamless coordination and timely information flow.
- Support preparation for cross-functional meetings and operational reviews.
- Maintain strong professional presence in interactions across all levels of the organization.
Administrative Excellence
- Oversee complex travel arrangements, expense management, approvals, and executive-level logistics.
- Maintain highly organized records, operational documentation, and meeting archives.
- Support onboarding logistics for new operations team members.
- Identify opportunities to streamline administrative processes and improve efficiency.
Responsibilities:
Executive Support
- Manage complex and dynamic calendars, prioritizing competing requests and coordinating high-priority meetings across stakeholders and time zones.
- Prepare detailed briefings, agendas, presentation materials, and business updates for internal and external meetings.
- Ensure the executive is fully prepared for meetings through proactive material gathering and organization.
- Track and monitor action items, ensuring timely follow-up and completion.
- Exercise strong discernment in managing incoming communications and meeting requests.
Operational & Business Support
- Assist in reviewing operational data, reports, and dashboards; organize information into clear, concise summary materials.
- Support business intelligence efforts through data gathering, preliminary synthesis, and preparation of executive-ready summaries.
- Coordinate operational initiatives by tracking milestones, deadlines, and cross-functional inputs.
- Maintain visibility across work streams to support alignment and follow-through.
Judgment, Discretion & Agility
- Apply sound judgment when managing sensitive information, communications, and organizational matters.
- Demonstrate high levels of discretion and confidentiality in all interactions.
- Anticipate needs and adjust priorities quickly in response to shifting demands.
- Maintain composure and accuracy while managing multiple urgent requests simultaneously.
Communication & Coordination
- Draft correspondence, internal communications, and follow-up documentation on behalf of Senior Operations Leadership.
- Liaise with leaders, staff, and business partners to ensure seamless coordination and timely information flow.
- Support preparation for cross-functional meetings and operational reviews.
- Maintain strong professional presence in interactions across all levels of the organization.
Administrative Excellence
- Oversee complex travel arrangements, expense management, approvals, and executive-level logistics.
- Maintain highly organized records, operational documentation, and meeting archives.
- Support onboarding logistics for new operations team members.
- Identify opportunities to streamline administrative processes and improve efficiency.
Qualifications:
- 10+ years of progressive Executive Assistant experience supporting senior-level leaders in complex environments; including Senior Directors, VP’s, and C-Suite.
- Demonstrated ability to manage high-volume work streams with exceptional organization and accuracy.
- Strong business awareness and ability to work comfortably with operational data and reporting materials.
- Exceptional written and verbal communication skills.
- High emotional intelligence, professionalism, and composure under pressure.
- Advanced proficiency in Microsoft 365; strong presentation development skills.
- Proven ability to operate independently within a support capacity while maintaining clear role boundaries.
- Highly dependable, discreet, and trusted with sensitive information.
- Proactive, steady under pressure, and able to anticipate needs before they arise.
- Detail-oriented with a strong sense of ownership and follow-through.
- Professional presence and polished interpersonal skills.
This is an Executive Assistant- Senior Operations Support career opportunity with i2G Systems. Learn more about i2G: https://www.i2gsystems.com/careers.html
"Kastle Systems Makes Strategic Investment in i2G Systems, Strengthening Leadership in Serving High-Security Industries and High-Value, Large Scale Facilities" Read More About the Partnership Here:
Equal Opportunity Statement:
i2G Systems is an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, marital status, pregnancy or any other basis protected by applicable federal or state laws.