Key Responsibilities and Required Skills for Executive Support Team Member

🎯 Role Definition

An Executive Support Team Member delivers proactive, detail-oriented administrative and project support to senior leaders and executive teams. This role focuses on optimizing executive time through expert calendar management, travel logistics, meeting preparation, briefing materials, expense and vendor management, and cross-functional coordination. The Executive Support Team Member acts as a trusted gatekeeper and liaison across internal and external stakeholders, supports strategic initiatives and special projects, and ensures confidentiality, efficiency, and exceptional stakeholder experience.

📈 Career Progression

Typical Career Path

Entry Point From:

Administrative Assistant with 1–3 years supporting mid-level managers
Office Manager or Operations Coordinator in a fast-paced environment
Senior Personal Assistant or Executive Assistant at a smaller company

Advancement To:

Senior Executive Assistant / Executive Coordinator
Chief of Staff (Deputy or Associate)
Head of Executive Office / Director of Executive Operations
Operations Manager or Director of People Operations

Lateral Moves:

Project Coordinator / Program Manager
HR Business Partner or Talent Operations Specialist
Events & Meetings Manager

Core Responsibilities

Primary Functions

Own comprehensive calendar management for one or multiple senior executives: prioritize meetings, resolve conflicts, coordinate across time zones, and proactively propose alternatives that align with strategic priorities.
Plan, book, and manage complex domestic and international travel itineraries including flights, ground transport, visas, accommodations, meeting logistics, and travel expense forecasting to minimize executive downtime.
Prepare high-quality briefing materials and executive summaries: synthesize reports, pull key metrics, draft talking points, and deliver concise pre-meeting packets tailored to executive needs.
Draft, edit, and proofread internal and external communications on behalf of executives, including email correspondence, announcements, and stakeholder outreach while maintaining professional tone and confidentiality.
Act as primary gatekeeper for executive time and attention: screen meeting requests, manage priority access, coordinate with VPs and external partners, and ensure meeting objectives are met.
Coordinate and manage cross-functional meeting logistics: agenda development, attendee coordination, room and AV setup, virtual meeting links (Zoom/Teams), and real-time troubleshooting.
Create and maintain action item trackers and follow-up workflows to ensure meeting decisions become executed outcomes; hold stakeholders accountable for deadlines and deliverables.
Manage executive expense reporting and reconciliation, ensure policy compliance (Concur/SAP/Expensify), and prepare monthly reconciliation packages for finance.
Prepare, design, and edit executive-level presentations and decks using PowerPoint/Keynote/Google Slides with polished visuals, accurate data, and a clear narrative structure.
Manage confidential records and sensitive documents in compliance with company policies and applicable privacy regulations; exercise discretion in all communications and file handling.
Support board and investor relations logistics: coordinate board meeting schedules, prepare board books, manage distribution of sensitive materials, and take/ circulate minutes as required.
Liaise with internal functions (Legal, Finance, HR, IT, Facilities) to drive cross-departmental initiatives and expedite executive requests and approvals.
Lead or support special projects and strategic initiatives on behalf of the executive office, including research, stakeholder interviews, timeline setting, and project deliverables.
Maintain and improve executive office processes and systems (digital filing, contact management, travel playbooks) to increase efficiency and reduce friction for senior leaders.
Coordinate high-touch VIP visits and executive events, including stakeholder dinners, offsites, executive retreats, and town halls—managing budgets, vendors, itineraries, and guest experience.
Oversee vendor and supplier relationships for executive office services (travel agencies, catering, concierge, office services), negotiate pricing, and maintain service-level agreements.
Manage onboarding logistics for new executive hires: IT provisioning, workspace setup, orientation scheduling, and initial stakeholder introductions.
Conduct research and prepare concise, sourced briefing notes on industry trends, competitor moves, and meeting participants to inform executive decision-making.
Support recruiting and interview scheduling for executive hires, coordinate interview loops, gather feedback, and manage offer logistics when directed.
Track and manage executive-level deadlines (contracts, renewals, board filings), escalate risks proactively, and prepare deadline-driven reminders and escalation summaries.
Facilitate cross-time-zone scheduling, including “follow-the-sun” coordination, ensuring seamless collaboration across global teams and executives.
Provide calendar and operational support during travel or high-intensity business periods, including on-call availability for time-sensitive executive needs.

Secondary Functions

Maintain and update executive contact databases and CRM entries to ensure accurate stakeholder information and outreach history.
Support departmental budgeting and purchasing processes for the executive office, including tracking office expenses and submitting procurement requests.
Assist with basic data pulls and simple analytics (e.g., attendee lists, travel spend summaries) to support executive reporting and decision-making.
Coordinate office logistics for hybrid and in-person work models: meeting room booking, COVID-safe protocols (if applicable), and desk/hotdesk allocations.
Help design and document standard operating procedures (SOPs) for executive office tasks to enable scale and continuity across the support team.
Serve as a backup to other executive support colleagues and cover critical duties during absences to ensure uninterrupted executive operations.
Support leadership communications and employee engagement initiatives (all‑hands coordination, leadership rewards, recognition logistics).

Required Skills & Competencies

Hard Skills (Technical)

Advanced calendar management (Google Calendar, Outlook) with cross-time-zone scheduling expertise.
Corporate travel management and itinerary planning for complex, multi-leg international trips using tools like Concur, Egencia, or TripActions.
Executive-level presentation design and editing (PowerPoint, Keynote, Google Slides) with strong visual storytelling ability.
Expense management and reconciliation (Concur, Expensify, SAP) and familiarity with corporate spending policies and approvals.
Proficiency with Google Workspace (Docs, Sheets, Drive), Microsoft Office (Word, Excel, PowerPoint), and cloud file organization best practices.
Experience with virtual meeting platforms and AV troubleshooting (Zoom, Microsoft Teams, Webex) and familiarity with hybrid meeting setups.
Basic data aggregation and reporting skills (Excel pivot tables, VLOOKUP, Google Sheets) to produce succinct executive summaries.
Knowledge of CRM and contact management tools (Salesforce, HubSpot, or internal systems) for stakeholder tracking.
Familiarity with project management and collaboration tools (Asana, Trello, Notion, Monday.com, Slack) to manage action items and cross-functional tasks.
Minute-taking and professional documentation skills: capturing decisions, assigning owners, and producing clear follow-up notes.
Experience handling confidential and legally sensitive materials with awareness of privacy regulations (GDPR, internal confidentiality protocols).
Vendor and event coordination skills including RFP evaluation, vendor negotiation, and contract basics.

Soft Skills

Exceptional written and verbal communication tailored to executive audiences and external stakeholders.
Strong discretion, integrity, and judgment when dealing with sensitive information and executive priorities.
Proactive problem-solving mindset — anticipates needs, identifies issues before they escalate, and proposes practical solutions.
Outstanding attention to detail and a commitment to high-quality, error-free deliverables.
Superior time management, prioritization, and multi-tasking in fast-paced and ambiguous environments.
High emotional intelligence and stakeholder management skills — able to influence and collaborate with senior leaders and cross-functional teams.
Calm under pressure, flexible, and resilient when handling last-minute changes or urgent requests.
Service orientation and client/partner focus — delivers polished and timely support with a hospitality mindset.
Project coordination and follow-through — drives tasks to completion and ensures accountability across teams.
Adaptability to changing tools and processes, with a continuous improvement mindset.

Education & Experience

Educational Background

Minimum Education:

High school diploma or equivalent with 3+ years of progressively responsible executive or administrative support experience.

Preferred Education:

Bachelor’s degree in Business Administration, Communications, Management, Hospitality, or related field preferred.

Relevant Fields of Study:

Business Administration
Communications
Organizational Management
Hospitality Management

Experience Requirements

Typical Experience Range:

3–7 years supporting senior leaders, with demonstrated experience managing C-level or VP calendars, travel, communications, and events.

Preferred:

5+ years of executive-level support in fast-growing, matrixed, or multinational organizations.
Experience supporting multiple executives or global leadership teams, with a track record of improving executive office operations.
Prior experience with board support, investor relations logistics, or chief-of-staff style project work is a strong plus.