Executive Administrative Assistant - Breakthrough

Strategic Executive Partnership

• Serve as the trusted right hand to the Division President, managing time, priorities, and access with exceptional judgment
• Anticipate needs before they arise - thinking two steps ahead to enable seamless execution and focused leadership
• Prepare and synthesize executive-level briefings, presentations, and reports that are clear, compelling, and decision-ready
• Conduct research and distill complex information into actionable insights that support strategic priorities
• Manage high-stakes, fast-moving calendars with precision - balancing urgency, importance, and relationships

Communications & Stakeholder Engagement

• Serve as the polished, professional face of the executive office - managing all internal and external correspondence with tact and warmth
• Draft, edit, and send communications on behalf of the Division President with voice-consistent precision
• Build and maintain trusted relationships across all levels of the organization and with key external partners
• Exercise exceptional discretion when handling sensitive information, leadership dynamics, and confidential matters
• Represent the Breakthrough Division brand in every interaction - written, verbal, and in-person

Operational & Logistical Excellence

• Manage end-to-end travel logistics - flights, accommodations, ground transportation, and detailed itineraries - with zero margin for error
• Prepare meeting agendas, facilitate follow-through on action items, and ensure leadership meetings are productive and purposeful
• Manage expense reports with accuracy and timeliness
• Maintain organized, efficient systems for documents, records, and information flow
• Coordinate high-visibility events, offsites, and leadership gatherings from concept to execution

Leadership Team & Cross-Functional Support

• Support the broader Breakthrough leadership team, facilitating collaboration, information flow, and follow-through on key initiatives
• Serve as the primary point of contact for internal departments, team members, and external stakeholders
• Actively support organizational changes, onboarding of new leaders, and strategic project coordination
• Champion continuous improvement across administrative tools, processes, and workflows

Confidentiality & Professional Integrity

• Handle all proprietary, sensitive, and personnel-related information with the highest level of discretion
• Exercise sound, independent judgment in managing competing priorities, sensitive situations, and escalations
• Maintain the trust of leadership and team members by consistently demonstrating integrity and professionalism

Living Our Values

• Embody our values of High Performance, Caring Relationships, Strategic Foresight, and Entrepreneurial Spirit in every interaction
• Find A Better Way - champion continuous improvement and identify opportunities to elevate quality, efficiency, and team experience
• Invest in your own growth by staying current with tools, technologies, and best practices in executive support
• Support corporate safety, compliance, and policy efforts; perform other duties as assigned

Required

• Minimum 5 years of experience providing executive-level administrative support, ideally in a fast-paced, growth-oriented organization

• Proven track record of handling confidential, sensitive information with absolute discretion and professional maturity

• Exceptional written and verbal communication skills - polished, precise, and professionally compelling

• Mastery of Microsoft Office Suite: Outlook, Word, Excel, and PowerPoint; proficiency with collaboration platforms (Teams, SharePoint)

• Outstanding organizational and prioritization skills with a consistent ability to meet deadlines and manage competing demands

• Strong interpersonal presence - warm, confident, and effective at all levels of an organization

• Proactive self-starter with the ability to independently identify and resolve issues before they escalate

• High business acumen - able to understand organizational context, strategic priorities, and leadership dynamics

• Demonstrated ability to manage complex logistics, high-stakes schedules, and multi-layered projects simultaneously

• Professional, polished demeanor that reflects executive office standards in all settings

Preferred

• Bachelor's degree in Business Administration, Communications, or a related field

• Experience supporting a C-suite or Division President level executive

• Familiarity with AI-powered tools and productivity platforms (e.g., Copilot, Notion, Asana, or similar)

• Experience in a SaaS, technology, or high-growth divisional environment

• Event planning or project coordination experience

DIVISION:

U.S. Venture will not offer sponsorship for employment status (including, but not limited to, H-1B, TN, E-3, F1, CPT, OPT, STEM OPT, visa status and other employmentbased nonimmigrant visas) for this position. Accordingly, all applicants must be currently authorized to work in the United States on a fulltime basis and must not require U.S. Venture's sponsorship to continue to work legally in the United States. In general, U.S. Venture does not sponsor candidates for nonimmigrant visas or permanent residency except when there is a specific business need.

U.S. Venture will not accept unsolicited resumes from recruiters or employment agencies. In the absence of an executed recruitment Master Service Agreement, there will be no obligation to any referral compensation or recruiter fee. In the event a recruiter or agency submits a resume or candidate without an agreement, U.S. Venture shall reserve the right to pursue and hire those candidate(s) without any financial obligation to the recruiter or agency. Any unsolicited resumes, including those submitted to hiring managers, shall be deemed the property of U.S. Venture.

U.S. Venture, Inc. is an equal opportunity employer that is committed to inclusion and diversity. We ensure equal opportunity for all applicants without regard to race, color, religion, sex, sexual orientation, gender, gender identity or expression, marital status, age, national origin, disability, veteran status, genetic information, or other protected characteristic. If you need assistance or an accommodation due to a disability, you may call Human Resources at (920) 739-6101.