Sr. Executive Assistant

The Sr. Executive Assistant serves as a trusted partner to the CEO and Executive Leadership Team, providing senior-level executive support while contributing to select strategic and cross-functional initiatives. The role ensures seamless management of executive operations, including complex calendar and travel coordination, expense management, executive communications, and confidential documentation.

This position also oversees Board of Directors and committee meeting coordination, executive leadership meeting management, and Corporate Headquarters office operations. In partnership with leadership and the PMO, the role supports tracking of enterprise initiatives, preparation of executive materials, and alignment of strategic priorities to ensure disciplined follow-through and organizational effectiveness.

Through strong organization, professionalism, and attention to detail, the position enhances executive efficiency, strengthens governance processes, and supports smooth, effective corporate operations.

Essential Duties:

• Manage and maintain complex executive calendars, including scheduling, prioritization, and conflict resolution
• Coordinate domestic and international travel arrangements, detailed itineraries, and related logistics
• Prepare, reconcile, and submit executive expense reports in a timely and accurate manner
• Prepare meeting materials, presentations, reports, and executive briefing documents
• Draft, edit, and manage executive correspondence and communications
• Screen calls, emails, correspondence, and requests, ensuring timely responses and appropriate follow-up
• Track and manage invoices, reimbursements, and related documentation as needed
• Organize and maintain files, records, and confidential documents
• Handle sensitive information with the highest level of discretion and professionalism
• Manage annual Board and committee calendars
• Coordinate Board meeting logistics (scheduling, travel, materials distribution)
• Develop and manage Board book production timelines
• Partner with leadership to collect, review, and compile Board materials
• Maintain governance records and documentation
• Support Board member onboarding and communications
• Coordinate Executive Leadership Team (ELT) and Senior Leadership Team (SLT) meetings
• Develop agendas aligned to company priorities
• Organize pre-read materials and presentations
• Capture decisions and action items
• Track follow-through and ensure accountability
• Support planning sessions and leadership off-sites
• Assist in tracking enterprise-wide initiatives discussed at executive or Board level
• Maintain dashboards or trackers for key priorities and KPIs
• Conduct research and compile background materials for decision-making
• Identify execution gaps and escalate issues as appropriate
• Assist in coordinating cross-functional initiatives
• Support annual planning and goal-setting processes
• Oversee daily operations of the Corporate Headquarters office to ensure a professional, efficient, and well-maintained environment
• Serve as primary liaison with building management, facilities, security, and corporate vendors
• Coordinate office services, including maintenance, space planning, conference room management, and shared workspace utilization
• Manage procurement and inventory of office supplies and executive office resources in accordance with company policies
• Partner with IT, HR, and Facilities to support onboarding logistics, executive workspace setup, and leadership transitions
• Assist in coordinating corporate-wide meetings, executive events, and headquarters-based employee engagements
• Support implementation and communication of headquarters office policies and procedures

Working Conditions:

• Office environment
• Travel - domestic travel occasionally (approximately once per quarter)

Minimum Requirements:

• Bachelor's degree in Business Administration, Communications, or a related field or an equivalent combination of education and relevant experience
• 10+ years of experience supporting executives/executive teams

Preferred Requirements:

• Experience supporting Board of Directors
• Experience in complex, operationally driven organizations
• Excellent organization, attention to detail, and ability to manage shifting priorities.
• Demonstrated problem-solving skills and initiative; able to anticipate needs and work with autonomy.
• High level of professionalism, discretion and sound judgment when handling sensitive and confidential information.
• Ability to operate independently in a fast-paced environment and influence others without authority
• Strong cross-functional collaboration and stakeholder management skills.
• Strong written and verbal communication skills.
• Continuous improvement mindset with an inclination toward streamlining processes.
• Strong MS Office proficiency (Word, Excel, PowerPoint, Teams).
• Knowledge of Concur, Diligent, SAP, and other financial management systems preferred

NOTE:This job description is not intended to be all-inclusive. Employees may perform other related duties as needed to meet the ongoing needs of the organization.

Ports America is an Equal Opportunity Employer encouraging diversity in the workplace. All qualified applicants will receive consideration for employment without regard to race; color; religion; national origin; sex (including pregnancy); sexual orientation; gender identity and/or expression; age; disability; genetic information, citizenship status; military service obligations or any other category protected by applicable federal, state, or local law.

This role does not offer sponsorship for work authorization. External applicants must be eligible to work in the US.

NJ PAY Transparency: $110k - $140k

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