Executive Assistant

About the role

Lilac is looking for a sharp, resourceful EA to anchor the CEO's calendar and travel while serving as a force multiplier for the entire C-Suite.  The role suits someone who thrives on complexity, moves fast without losing attention to detail, and brings genuine warmth and support to a high energy team and environment.  This role will report directly to the CEO. Describe the role and team the candidate will be joining

What you'll do

• Own and manage the CEO's calendar; a fast-moving mix of board matters, site visits, investor meetings, and regulatory engagements. Proactively resolve conflicts and protect time for top priorities

• Manage calendars, scheduling, and meeting logistics for three additional C-suite executives, balancing competing priorities with tact and clear communication

• Arrange complex domestic and international travel across project sites and corporate locations, including flights, lodging, ground transportation, and detailed itineraries

• Support external partners, visiting officials, and international hires with visa support letters, invitation letters, and other high-level documentation requests, ensuring accuracy and timely turnaround

• Serve as a first point of contact for urgent, time-sensitive matters, including outside standard business hours, exercising sound judgment on what requires immediate escalation

• Plan and execute logistics for leadership meetings and offsites, quarterly business reviews, board meetings, and company-wide events, including on-site support at select conferences or team gatherings

• Process expense reports, invoices, and purchase orders on behalf of the CEO and other executives as needed

• Draft, proofread, and format correspondence, memos, and internal communications on behalf of the executive team

• Manage highly confidential information (operational, financial, personnel, and regulatory) with absolute discretion

• Anticipate needs before they're voiced; from prepping briefing materials ahead of meetings to flagging scheduling conflicts before they become problems

• Partner with facilities, IT, and site operations teams to coordinate executive visits to project sites, including safety briefings and logistics unique to industrial/field locations

• Provide backup support to other administrative staff during absences and pitch in on ad hoc projects as priorities shift

• Assist in building polished, executive-ready PowerPoint decks for board meetings, investor updates, all-hands presentations, and leadership offsites 

Qualifications

• 5+ years supporting C-Suite or senior executives, ideally in a multi-site, industrial, mining, energy, or natural resources environment

• Tenacious and resourceful; you get things done even when the path isn't obvious and don't let details slip through the cracks

• A track record of building trust quickly with executives, board members, and cross-functional partners alike

• Polished, professional presence paired with genuine warmth and energy

• Proven ability to manage complex, frequently changing calendars and heavy travel coordination across time zones

• Comfortable being "on call" for urgent matters and adjusting personal schedule when business needs require it

• Sound judgment handling sensitive and confidential information with integrity

• Strong written and verbal communication at an executive level

• Highly organized with the ability to juggle competing priorities, from routine logistics to strategic initiatives, without losing momentum

• Flexible and steady under pressure; energized rather than rattled by a fast-paced, evolving environment

• Willingness and ability to travel approximately 20% of the time, including to project sites in varied field/industrial settings

• Proficiency in Microsoft Office (Outlook, Word, Excel, Powerpoint, Teams, SharePoint) and familiarity with collaboration tools (Zoom, expense/travel platforms)

Preferred Qualifications

• Advanced PowerPoint skills; comfortable building board- and investor-grade presentations from rough inputs 

• Bachelor's degree in business or other relevant subjects 

Compensation & Benefits 

Compensation for this role is based on relevant experience, skills, and overall fit for the role. The range provided represents our typical compensation for this position, though actual pay may fall outside this range depending on qualifications.

• Annual base salary of $90,000 - $120,000
• Discretionary bonus 
• Stock options 
• Health, dental, and vision insurance 
• Short-term and long-term disability insurance 
• 401k with pre- and post-tax investing options 
• Flexible spendings account/Health savings account 
• Group and term life 
• Flexible time off
• Paid holidays
• Paid sick leave 
• Eight weeks of paid parental leave 
• Employee assistance program 
• Monthly phone stipend 
• Catered lunch for on-site employees 

The salary range listed reflects our good-faith estimate of the compensation for this role at the time of posting. Actual compensation will be determined by a number of factors, including but not limited to the candidate's relevant skills, experience, and geographic location.

EEO Statement

Lilac Solutions is committed to providing a professional work environment free from discrimination and harassment, including discrimination and harassment based on a protected category, and an environment free from retaliation for participating in any protected activity.  Lilac Solutions is committed to providing equal employment opportunities to all employees and applicants for employment.

A Note to Third-Party Recruiters
At this time, we are not accepting unsolicited resumes from non-partnered third-party recruiters or staffing agencies. Resumes sent without prior arrangement will be considered the property of Lilac Solutions, and no fees will be paid if we hire a candidate whose resume was submitted unsolicited.