Executive Assistant, Multi-Executive Support

Coalfire

1d•$53,000 - $92,000

About The Position

The Executive Assistant provides high-level administrative and operational support to nine senior executives across the organization. This role requires exceptional judgment, organizational excellence, and the ability to manage complex, shifting priorities in a fastâpaced environment. The EA acts as a strategic partner - anticipating needs, streamlining workflows, and ensuring executives are fully supported and equipped to focus on organizational priorities. This individual will report to the Chief People Officer and will be a central coordination point for the leadership team, maintaining confidentiality, professionalism, and reliability at all times.

Requirements

5+ years of experience supporting senior executives; experience supporting multiple leaders simultaneously strongly preferred.
Exceptional organizational and time-management skills with the ability to balance multiple priorities and stakeholders.
Strong written and verbal communication skills; ability to craft clear, concise, and professional communications.
High level of discretion, emotional intelligence, and sound judgment.
Proficiency with Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint), Zoom, and other collaboration tools.
Proven ability to thrive in a fast-paced, high-expectation environment.
Experience supporting Câlevel leaders or extended executive teams.
Experience in a dynamic, high-growth, or matrixed organization.
Project management experience or formal training.
Background supporting People/HR leadership is a plus.

Responsibilities

Manage complex calendars across multiple time zones for nine executives, ensuring proactive prioritization and alignment with strategic goals.
Coordinate and schedule internal/external meetings, board-related sessions, customer meetings, candidate interviews, and cross-functional engagements.
Prepare executives in advance of meetings, including compiling briefings, agendas, presentations, and relevant background materials.
Handle correspondence on behalf of executives, including drafting communications, triaging requests, and tracking followâups.
Develop and maintain streamlined workflows across the leadership team to improve efficiency and reduce administrative bottlenecks.
Plan and execute logistics for all executive travel; including leadership offsites, team meetings, and company-wide events.
Assist with budget tracking, invoice processing, expense reporting, and purchase orders.
Maintain organized digital filing systems and shared knowledge repositories.
Serve as a liaison between executives and key internal/external stakeholders, ensuring clarity, responsiveness, and followâthrough.
Partner with People, Finance, Legal, Communications, and other teams to support initiatives, timelines, and deliverables.
Support cross-functional projects by gathering inputs, tracking milestones, and helping executives stay on schedule.
Handle sensitive information with the highest level of discretion.
Represent executives with professionalism, polish, and proactive communication - both internally and externally.
Draft, edit, and proofread executive communications, presentations, and documents.
Support organizational initiatives as assigned by the CPO, including culture programs, talent-related efforts, and strategic planning cycles.
Conduct research, compile data, and produce reports or presentations as needed.