Executive Assistant & Operations Coordinator

Position Summary

Provides executive and operational support to senior SBS leadership, including the SVP of Core SBS, VP of Operations, and, as needed, the SBS President. This role serves as a trusted partner responsible for managing executive priorities, coordinating resources, and leading the planning, resourcing, and execution of large-scale internal meetings, events, and initiatives. The ideal candidate is highly organized, proactive, and skilled at managing multiple priorities while collaborating across diverse stakeholders.

Key Responsibilities

Executive Support

• Provide confidential support to senior SBS executives.
• Manage complex calendars, travel, meeting schedules, and executive communications.
• Prepare presentations, reports, correspondence, and meeting materials.
• Coordinate follow-up on key action items and leadership priorities.
• Prepare, submit, and reconcile executive expense reports and reimbursements using Concur, ensuring accuracy and compliance with company policies
• Handle sensitive information with professionalism and discretion.

Strategic Planning & Operations

• Lead the planning, coordination, and execution of large-scale SBS and ADP internal meetings, leadership events, and organizational initiatives.
• Coordinate resources, timelines, deliverables, and stakeholder communications to ensure successful outcomes.
• Track progress on key projects and operational priorities, identifying risks and driving resolution.
• Prepare executive summaries, dashboards, and status updates for leadership review.
• Facilitate cross-functional collaboration and alignment across teams.

Organizational Support

• Serve as a central point of coordination between leadership teams and business partners.
• Support divisional communications, employee engagement activities, and leadership meetings.
• Identify opportunities to improve processes, efficiency, and organizational effectiveness. 
• Ability and willingness to travel domestically throughout the U.S. to support leadership meetings, offsites, organizational events, and strategic initiatives.
• Overnight travel is required, with a minimum of four trips annually and additional travel based on business needs.

Required Qualifications

• 3+ years of experience supporting executives, business leaders, or managing projects and initiatives.
• Strong organizational, communication, and stakeholder management skills.
• Advanced proficiency with Microsoft Office, Outlook, Teams, and PowerPoint.
• Ability to manage multiple priorities in a fast-paced environment.
• Experience handling confidential information with discretion.
• Travel is required as needed (approximately 10-20% travel)
• A college degree is great but not required. What's more important is having the skills to do the job.

Core Competencies

• Executive Presence
• Strategic Planning & Coordination
• Project & Event Management
• Communication & Relationship Building
• Problem Solving & Critical Thinking
• Organization & Prioritization
• Adaptability & Accountability

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