Executive Assistant

AHEAD builds platforms for digital business. By weaving together advances in cloud infrastructure, automation and analytics, and software delivery, we help enterprises deliver on the promise of digital transformation.   At AHEAD, we prioritize creating a culture of belonging, where all perspectives and voices are represented, valued, respected, and heard. We create spaces to empower everyone to speak up, make change, and drive the culture at AHEAD.    We are an equal opportunity employer, and do not discriminate based on an individual's race, national origin, color, gender, gender identity, gender expression, sexual orientation, religion, age, disability, marital status, or any other protected characteristic under applicable law, whether actual or perceived.    We embrace all candidates that will contribute to the diversification and enrichment of ideas and perspectives at AHEAD.  The Executive Assistant serves as a trusted and highly proactive partner to one or more C-level executives at AHEAD. By protecting executive time, anticipating needs, organizing competing priorities, and driving follow-through, this role creates the leverage needed to focus on the highest-value work. A central part of the role is making day-to-day executive work easier by knowing what is needed before it is requested, removing friction, and creating a smooth, well-organized experience around the work. The ideal candidate brings exceptional judgment, discretion, organization, and communication skills. They are comfortable operating with limited direction, quickly distinguish what is urgent from what is important, and represent executive leadership and AHEAD with professionalism and polish in every interaction. Role & Responsibilities:

Executive partnership and prioritization

• Serve as a strategic thought partner and primary point of contact for executive leadership, internal leaders, employees, clients, partners, and other external stakeholders.
• Develop a strong understanding of each executive’s priorities, working style, relationships, and decision-making preferences.
• Anticipate needs, identify risks, and recommend solutions before issues become urgent.
• Triage competing requests by determining what requires two or more executives’ attention, what can be delegated, and what should be deferred.
• Maintain visibility into open commitments, decisions, and follow-up items, and drive accountability through completion.

Calendar and meeting leadership

• Own the complex and dynamic calendars of multiple executives, balancing strategic priorities, internal operating rhythms, client and partner commitments, travel, and personal focus time.
• Protect executive time by resolving conflicts, managing tradeoffs, and ensuring that meetings have a clear purpose and the right participants.
• Prepare the relevant executive for meetings by gathering background information, briefing materials, agendas, talking points, and relevant decisions or action items.
• Capture and distribute action items as appropriate, ensuring that decisions and next steps are documented and advanced.

Communications and information flow

• Communicate on behalf of the executive in a tone that is clear, thoughtful, responsive, and aligned with AHEAD’s standards.
• Monitor executive inboxes and incoming requests with sound judgment, confidentiality, and an understanding of organizational context.
• When required to draft, edit, and proofread correspondence, presentations, meeting materials, and other communications in the appropriate executive’s voice.
• Provide timely updates on emerging issues, organizational developments, upcoming commitments, and decisions requiring attention.

Travel, expenses, and logistics

• Coordinate domestic and international travel, including air, hotel, ground transportation, itineraries, changes, and travel-related materials.
• Manage expense reporting and related approvals accurately and on time.
• Own end-to-end logistics for executive meetings, offsites, and events, including:
• • Room selection, setup, and AV or virtual platform readiness
  • Catering and refreshment orders, dietary needs, and vendor coordination
  • On-site hosting of guests, including greeting, directions, and parking or access
  • Post-meeting cleanup and room reset, stepping in personally when needed

  Special projects and executive operations

  • Create practical systems, templates, and operating rhythms that improve executive effectiveness and reduce friction.
  • Partner with other Executive Assistants and cross-functional teams to coordinate coverage, improve processes, and provide consistent executive experience.
  • Support preparation for senior leadership, board, advisory, and client-facing engagements as assigned.
  • Handle sensitive information with the highest level of discretion and professionalism.

  Office Presence, Availability, and Responsiveness

  • Work in the office 4-5 days per week. An in-person presence is required when the executive(s) you support are in the office, when the office administrator needs backup coverage, as well as key meetings and events.
  • Treat the role as a 24/7 executive support position, remaining available and attentive beyond standard business hours.
  • Always respond promptly to time-sensitive needs.
  • Anticipate what the supported executives may need before they ask.

Required Qualifications:

• Five or more years of experience supporting one or more C-level executives, senior executives, or equivalent leaders in a complex, fast-moving organization.
• Demonstrated ability to manage a high-volume, constantly changing workload while maintaining accuracy, composure, and attention to detail.
• Exceptional organizational, prioritization, and time-management skills.
• Strong written and verbal communication skills, including the ability to draft polished executive communications.
• High emotional intelligence, sound judgment, and the ability to handle confidential information appropriately.
• Always demonstrates professionalism, including in high-pressure situations and when representing the executive and AHEAD.
• A genuine can-do attitude. Always willing to roll up your sleeves and chip in. You move comfortably between strategic work, like advising on sensitive matters, and hands-on tasks, like resetting a room after an executive lunch.
• Proven ability to anticipate needs, identify risks, and independently move work forward.
• Strong proficiency with Microsoft 365, calendar and travel tools, virtual meeting platforms, and presentation and document tools.
• A college degree or equivalent professional experience.

Preferred Qualifications:

• Experience supporting an executive in a professional services, technology, consulting, or similarly client-focused environment.
• Experience coordinating executive leadership meetings, offsites, board or advisory meetings, and high-visibility company events.
• Experience working across multiple time zones and with geographically distributed stakeholders.
• Experience managing projects, improving administrative systems, or coordinating work across an EA team.

How You Work:

• You are proactive rather than reactive and bring solutions, not just problems.
• You are discreet, dependable, and trusted with sensitive information.
• You remain calm under pressure and are comfortable making informed decisions with incomplete information.
• You stay above the fray, maintaining perspective, discretion, and professionalism even when circumstances are tense or competing priorities arise.
• You communicate directly and thoughtfully, and you follow through on your commitments.
• You know when to move independently and when to escalate.
• You balance warmth and approachability with the confidence to protect priorities and maintain boundaries.
• You take pride in creating a polished, seamless experience for the supported executives and everyone who works with them.

What Success Looks like:

Success in this role means enabling the executive and key stakeholders to work with greater focus, clarity, and consistency