Executive Assistant

Job Overview & Purpose 

The Executive Assistant provides high-level administrative, operational, and personal support to the President and General Manager. This role ensures smooth management and support of the President’s daily business activities and personal commitments by organizing schedules, managing priorities, handling communications, coordinating with company leadership, and executing day-to-day administrative and lifestyle tasks. 

This position plays a critical role in enabling the President to focus on strategic leadership by anticipating needs, handling details, and improving organizational flow across both corporate and personal domains. 

Reports to: President and General Manager 

Key Responsibilities & Duties 

Primary Responsibilities 

• Manage and maintain the President’s professional and personal calendar, ensuring accurate scheduling and prioritization of meetings, travel, and deadlines. 

• Coordinate internal and external meetings, including agenda preparation, material follow-up, and timely reminders. 

• Shadow and attend the President’s meetings with senior management and direct reports as requested maintaining key action items and tasks and ensuring these action items and deadlines are adhered to by direct report and through regular updates with the President.  

• Serve as a gatekeeper for time and communications, triaging requests and redirecting items when appropriate. 

• Handle business correspondence, email management, and documentation on behalf of the President. 

• Track, follow up, and assist with the completion of various action items delegated by or requiring input from the President. 

• Organize and book all business and personal travel, lodging, transportation, and itineraries. 

• Support preparation for trade shows, executive meetings, and client engagements, including briefing materials, logistics, and supplies. 

• Interface with senior management and key Heritage leadership department heads and team members to gather updates, deliver messages, and maintain workflow alignment across the company. Partner with the President to develop and implement strategic business initiatives, based on analysis of operational performance, industry trends, and company objectives. 

• Facilitate communication and project alignment across executive leadership and department heads. 

• Manage key cross-functional projects to ensure timely execution of business goals. 

• Prepare executive-level reports, presentations, and performance dashboards for leadership meetings. 

• Track company-wide KPIs and collaborate with department heads to identify performance gaps and improvement opportunities. 

• Manage scheduling, meeting agendas, and follow-ups for executive-level planning sessions. 

• Represent the President and executive team in high-level internal and external meetings when appropriate. 

• Assist with issue escalation, conflict resolution, and organizational risk management. 

Additional Responsibilities 

• Act as a gatekeeper and trusted advisor for executive initiatives and decision-making processes. 

• Serve as liaison for internal communications and ensure alignment of messaging across all departments. 

• Support the President in crisis situations and time-sensitive challenges. 

• Assist in the rollout of cultural and operational initiatives that promote accountability, innovation, and continuous improvement. 

• Build and maintain relationships with key stakeholders, vendors, and partners. 

• Maintain high discretion and confidentiality while handling sensitive business matters. 

• Assist with light personal errands. 

• Track and renew memberships, subscriptions, or registrations as needed. 

• Keep pulse on President’s workload and well-being; suggest improvements to processes or workflows. 

• Provide flexible administrative support to key executives when necessary or as directed by the President 

• National and Regional travel as necessary  

Work Environment & Physical Demands 

This is a full-time, in-person role based at the Heritage Phoenix branch, with occasional off-site errands or travel support as needed. This role may require flexible hours including early mornings, evenings, or weekends based on President availability or business needs. 

Frequent use of computer, phone, and communication platforms. Occasional light lifting, local travel, or movement between office, show site, and offsite appointments. 

Heritage Exposition Services is a DRUG-FREE WORKPLACE and requires pre-employment drug and background screenings. 

 Required: 

• Strong understanding of strategic planning and cross-departmental coordination 

• High emotional intelligence and discretion with sensitive topics 

• Excellent written and verbal communication skills 

• Strong analytical capabilities and experience with KPI/metrics tracking and reporting 

• 4-7 years of proven experience in executive-level administrative or operations support. 

• Strong organizational, multitasking, and time management skills. 

• Exceptional written and verbal communication abilities. 

• Travel to branch offices to attend and facilitate in-person meetings as deemed necessary.  

• High level of discretion and confidentiality in all matters. 

• Ability to anticipate needs, work independently, and act with urgency and professionalism.  

Preferred: 

• Experience working in a fast-paced, deadline-driven industry (event/trade show/logistics is a plus). 

• Familiarity with scheduling tools, productivity platforms, and travel booking systems. 

• Understanding of corporate workflows and lifestyle/personal assistance balance. 

• Health Care Plan (Medical, Dental & Vision)
• Retirement Plan (401k)
• Paid Time Off (Vacation, Sick & Public Holidays)
• Training & Development

Heritage Exposition Services is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We do not discriminate based on race, color, religion, sex, national origin, age, disability, genetic information, veteran status, sexual orientation, gender identity, or any other protected status under applicable laws. All employment decisions are based on qualifications, merit, and business needs.