Illumination is seeking a tech-savvy, detail-oriented Junior Executive Assistant. In this role, you will use modern collaboration tools, data management systems, and cross-functional communication to streamline workflows and support the Executive both professionally and personally. Success in this position requires a proactive mindset, exceptional organizational skills, and the ability to anticipate and adapt in a dynamic environment. Potential travel for on-site executive support may be required.
Responsibilities
Calendar & Task Management
- Coordinate and optimize complex calendars using productivity platforms (e.g., Outlook, Teams, project management software)
- Manage shifting priorities by anticipating scheduling needs, communicating changes promptly, and ensuring on-time arrivals for all meetings
Administrative & Technical Support
- Compile, reconcile, and track expenses, collaborating with Finance to ensure accuracy and timely processing
Cross-Functional Collaboration
- Work closely with various internal departments to gather, synthesize, and present information that informs Executive decision-making
- Serve as a point of contact for cross-departmental projects, ensuring all stakeholders remain aligned on timelines and deliverables
Travel & Logistics
- Research and book domestic and international travel using online tools, coordinating with travel vendors and Operations as ne
- eded.Schedule transportation (car services, flights) and handle hotel or dining reservations, optimizing routes and agendas to ensure efficiency
- Provide on-site support for the Executive during trips or events, troubleshooting issues in real time as necessary
Executive & Personal Support
- Assist in daily tasks, from researching diverse topics to running errands, while maintaining strict confidentiality.
- Order and manage office and personal supplies, ensuring a seamless workflow in both professional and personal capacities.
Special Projects & Ad Hoc Assignments
- Support company initiatives that require analytical or technical input, such as data gathering or software implementation.
- Take on miscellaneous projects as directed, demonstrating flexibility and initiative to see tasks through to completion.
Qualifications
Experience & Industry Knowledge
- At least two years of experience in a related role (a technical position is also suitable). Proven ability to handle confidential information with discretion
Technical Proficiency
- Strong command of Microsoft Office (Outlook, Excel, PowerPoint) and familiarity with project management/collaboration tools (e.g., AirTable & SharePoint).
- Solid understanding of Apple products (iPhone, iPad, iCloud) and Windows operating systems.
- Comfort with quickly learning new software platforms as needed for data analysis, scheduling, or communication.
Operational & Cross-Functional Skills
- Ability to interface effectively with Operations, Finance, HR, and other departments to support end-to-end processes.
- Demonstrated success coordinating multiple stakeholders, projects, and deadlines simultaneously.
Flexibility & Travel
- RequirementsAvailability for a flexible schedule, including occasional overtime, to meet dynamic business needs.
- Willingness to travel domestically and internationally (with a valid driver’s license, passport, and clean driving record) to provide Executive support.
- Ability to lift items (up to 50 lbs) and move them short distances as needed.
Communication & Collaboration
- Excellent verbal and written communication skills, with the ability to relay information clearly and succinctly.
- Strong interpersonal skills, capable of building rapport and trust with diverse teams and external partners.
