Executive Assistant at LightEdge Solutions in Des Moines, Iowa

Job description

• The Executive Assistant (EA) provides high‑impact administrative, operational, and communication support to LightEdge’s Executive Leadership Team. This role is pivotal in enabling executives to operate at scale: orchestrating complex calendars, travel, board materials, executive meetings, and cross‑functional workflows while maintaining absolute discretion and a digital‑first, detail‑obsessed approach. The EA partners closely with Sales, Finance, Marketing/, MarCom HR/Talent, Legal, Product, and Operations to keep priorities moving and deliver executive‑level artifacts on time and in brand

Responsibilities

• Executive Support & Operations
• Own complex calendar orchestration, meeting logistics, and time‑blocking for competing executive priorities; anticipate conflicts and resolve proactively.
• Manage end‑to‑end travel (air, hotel, ground, itineraries) and expense reporting with accuracy and timeliness; optimize travel within budget constraints.
• Track deliverables, deadlines, and follow‑ups for the executive(s); create reminders, checklists, and weekly status to streamline workflow.
• Board, Investor, and Leadership Materials
• Prepare, proof, and coordinate executive presentations, pre‑reads, and briefing documents for executive meetings using approved LightEdge templates.
• Consolidate inputs from cross‑functional leaders; ensure version control, data accuracy, and on‑time distribution of materials.
• Meeting Excellence
• Draft agendas; capture decisions, action items, and owners; circulate minutes and follow‑up trackers; monitor progress and escalate risks.
• Coordinate executive roundtables and advisory sessions (CAB/PAB/Analyst briefings) in partnership with Marketing/Events; support SKO, Presidents Club, and executive retreats as needed.
• Cross‑Functional Coordination
• Serve as the first point of contact and liaison between the executive(s) and internal/external stakeholders; triage requests and protect time.
• Partner with Marketing/Comms to ensure brand‑compliant communications (PowerPoint, letterhead, email signature) and with HR/Talent for interview scheduling and onboarding touchpoints.
• Process & Tools
• Improve administrative processes (templates, checklists, automation) to reduce cycle time and errors; maintain executive SOPs and playbooks.
• Use Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint), expense/travel platforms, and collaboration systems; uphold document hygiene and secure sharing aligned to brand guidelines.
• Confidentiality & Compliance
• Handle sensitive information with absolute discretion; follow company policies and brand standards for documents and communications

Requirements

• Required
• 5–7+ years of experience as an Executive Assistant (supporting C‑level or senior executives in a fast‑moving, growth‑oriented environment).
• Expert calendar, travel, and expense management; strong written communication, proofreading, and presentation support skills.
• Proficiency with Microsoft 365 and virtual collaboration (Teams/SharePoint/OneDrive); comfort with branded templates and executive‑ready formatting.
• High integrity, sound judgment, and ability to manage confidential information.
• Experience coordinating board materials and executive offsites; familiarity with sales leadership rhythms (QBR/SKO) and partner/customer executive meetings.
• Setup Executive Sponsor check-ins
• Background supporting multiple executives simultaneously; process improvement or project coordination experience.
• Anticipation & Ownership: Proactive problem‑solver who sees around corners and closes loops without being asked.
• Communication Excellence: Clear, concise, executive‑level writing and interpersonal presence; adept at summarizing and escalating.
• Organization & Detail: Meticulous with calendars, logistics, and artifacts; strong version control and documentation discipline.
• Speed & Adaptability: Thrives in dynamic priorities and tight deadlines; maintains composure and quality.

Skills

Required

• Strong written communication
• Proofreading
• Presentation support skills
• Proficiency with Microsoft 365
• High integrity
• Sound judgment