Executive Assistant, Digital Strategy and Operational Excellence

Job Purpose The Executive Assistant, Digital Strategy and Operational Excellence (DSOE) serves as the primary administrative support to the Vice President of Digital Strategy and Operational Excellence and provides support to the DSOE Executive leadership team. Reporting to the Director of Business Affairs, this role manages the complex professional requirements of the executive and senior leadership teams utilizing high-level discretion and technical proficiency to streamline communications, calendar logistics, and divisional meetings in a fast-paced digital environment. The position serves as the central point of contact for office management, ensuring that division staff are coordinated, and that the physical and digital workplace operates at peak efficiency. By proactively identifying bottlenecks and implementing division business process improvements, this role removes administrative friction, allowing the leadership team to retain focus on high-level strategy and operational transformation. Essential Functions (Essential functions are the primary duties/major job responsibilities that an employee must be able to perform, with or without reasonable accommodation. The essential functions are listed in order of importance.) Executive Support Strategic Coordination Complex Calendar Logistics Management: Provide high-level calendar oversight, utilizing expert judgment to prioritize conflicting demands in a fast-paced environment. Orchestrate comprehensive travel itineraries and agenda packets. Leadership Liaison: When communicating on behalf of the executive leadership, navigate organizational dynamics professionally ensuring messaging is consistently aligned with the values of the division. Handle highly sensitive and confidential information with absolute discretion. Communication Documentation: Draft and edit complex memos, reports, spreadsheets, and presentations. Maintain sophisticated physical and electronic filing systems to ensure historical accuracy and facilitate team collaboration. Task Management: Drive the completion of key deliverables by tracking milestones and following up on outstanding action items. Execute special projects assigned by the VP and AVPs. Office Management Operational Excellence Workplace Operations: Support day-to-day office functions, including the development of procedures and business processes designed to improve overall division performance as well as procurement and maintenance of office supplies as needed. Personnel Onboarding: Coordinate personnel actions and help to facilitate training, development, and orientation programs for new hires to ensure seamless integration into the division.Maintain and manage compliance documents for all division employees. Asset Inventory Management: Oversee the lifecycle of shared electronic devices, including distribution, inventory tracking, and recovery, ensuring the team is equipped with necessary technology. Budget and Finance: Procure and reconcile explicitly assigned items as authorized by the VP and AVPs, including travel requests and expenses for senior leadership, office supplies, catering card, and procurement card transactions. Prepare and process purchase order requisitions, IRBs, and other administrative financial transactions. Technology Review Facilitation: Act as a coordinator for the technology review process. This involves gathering documentation, tracking the status of reviews, and ensuring that all stakeholders (IT, Legal, Procurement) provide timely input to keep digital strategy initiatives on schedule. Meeting and Event Logistics Divisional Event Orchestration: Lead the planning and execution of divisional and leadership events and meetings. This includes securing locations, supporting agenda development, managing vendor relationships, coordinating catering, and ensuring all audio-visual and supply needs are met. Technical Environment Support: Ensure that meeting spaces are "digital-first," maintaining high standards for hybrid meeting technology and collaborative tools to reflect the division’s focus on digital excellence. Perform other related duties as assigned.