Executive Assistant

As an Executive Assistant at Pilgrim, you'll own the scheduling, coordination, and follow-through that keep leadership focused and effective. You'll manage calendars and travel, prepare communications, organize meetings, and track commitments through completion. You'll anticipate needs, handle last-minute changes, and resolve problems independently, with sound judgment and discretion.

Responsibilities

Own leadership calendars, prioritize meeting requests, resolve conflicts, and protect time for company priorities; Arrange travel and itineraries, including transportation and accommodations, and adjust plans quickly when schedules change; Prepare meeting agendas and materials, confirm attendees, and ensure leadership has the context needed for each discussion; Draft and edit emails, memos, and other communications on behalf of leadership; Track leadership commitments and meeting action items, following up with owners and flagging overdue work or unresolved questions; Manage expense reports, receipts, and administrative records, coordinating with Finance to resolve missing information or approvals; Coordinate leadership visits and team events, arranging schedules, access, meeting spaces, and catering

Requirements

Experience supporting an executive, or managing complex calendars, travel, and administrative coordination; Proficiency with calendar, email, document, spreadsheet, and expense-management tools; Ability to draft concise emails, prepare meeting materials, and edit communications for accuracy and tone; Prior responsibility for confidential information, such as executive correspondence, personnel matters, or financial records; A record of tracking commitments across multiple people and following through until outstanding items are resolved

Nice to have

Experience supporting a founder or leadership team at a rapidly growing company