The Antwi Group is seeking a highly experienced, exceptionally organized, discreet, proactive, and adaptable Senior Executive Assistant / Executive Operations Specialist to join our Executive Office / Corporate Administration Department.
Working directly with Executive Leadership, the Senior Executive Assistant / Executive Operations Specialist will provide advanced executive support while helping coordinate the operational activities, priorities, communications, meetings, projects, and information flows of the Executive Office.
This position goes beyond traditional administrative support. The Senior Executive Assistant / Executive Operations Specialist will help organize executive priorities, manage complex calendars, coordinate leadership meetings, track executive initiatives, prepare briefing materials, manage confidential correspondence, coordinate executive travel, maintain decision and action records, support executive-sponsored projects, and facilitate communication between senior leadership and departments throughout The Antwi Group.
The position will work closely with the Executive Office Coordinator and collaborate with Operations & Administration, Strategic Planning, Corporate Development, Finance & Accounting, Legal & Business Affairs, Human Resources, Business Development, Risk Management, Project Management, Data & Business Intelligence, IT & Digital Systems, Corporate Communications & Public Relations, and other departments.
Because this position may have substantial access to confidential corporate, financial, legal, personnel, strategic, and transaction information, exceptional discretion, integrity, professional judgment, confidentiality, and information-security awareness are essential.
Key Responsibilities
- Provide advanced administrative and operational support to Executive Leadership.
- Manage complex executive calendars.
- Coordinate executive priorities and schedules.
- Organize leadership meetings.
- Prepare executive briefing materials.
- Coordinate executive correspondence.
- Draft routine executive communications.
- Track executive decisions and action items.
- Maintain executive initiative trackers.
- Coordinate department submissions to Executive Leadership.
- Support executive-sponsored projects.
- Coordinate executive travel and itineraries.
- Organize confidential executive records.
- Prepare presentations and reports.
- Coordinate internal and external executive meetings.
- Support executive events and conferences.
- Facilitate cross-department communication.
- Monitor important executive deadlines.
- Coordinate follow-up with department leaders.
- Maintain executive contact information.
- Support executive expense administration.
- Assist with special projects.
- Review administrative materials for accuracy.
- Mentor or provide guidance to Executive Office support personnel.
- Protect highly confidential information.
- Perform other related duties as assigned.
Executive Operations Framework
The position may support Executive Leadership through:
Prioritize → Schedule → Prepare → Coordinate → Document → Track → Follow Up
Executive Priority Management
The Specialist may help organize executive priorities involving:
- Strategic initiatives
- Corporate-development matters
- Financial reviews
- Business operations
- Partnerships
- Projects
- Personnel matters
- Legal matters
- Risk matters
- External relationships
Executive Leadership retains responsibility for determining actual organizational priorities.
Priority Tracker
Where appropriate, information may be organized as:
Priority → Executive Sponsor → Department → Required Action → Due Date → Status
Complex Calendar Management
The Specialist may manage calendars containing:
- Leadership meetings
- Department reviews
- Strategic sessions
- Financial meetings
- Transaction meetings
- External meetings
- Business-development meetings
- Conferences
- Travel
- Events
Calendar Coordination
Responsibilities may include:
- Evaluating scheduling requirements.
- Coordinating participants.
- Resolving routine scheduling conflicts.
- Protecting preparation and travel time.
- Confirming meeting logistics.
- Updating approved changes.
Calendar Confidentiality
Sensitive meeting titles, participants, locations, or transaction information should only be visible to individuals with a legitimate business need.
Executive Briefings
The Specialist may prepare briefing packages before significant meetings.
Briefing Package
Materials may include:
Purpose → Participants → Background → Key Information → Documents → Decisions / Actions Required
Briefing Preparation
The Specialist may:
- Collect materials from departments.
- Organize information.
- Confirm document versions.
- Identify missing submissions.
- Prepare administrative summaries.
- Coordinate final materials.
Substantive legal, financial, technical, or strategic conclusions should remain with the responsible departments.
Leadership Meetings
The Specialist may coordinate:
- Executive leadership meetings
- Strategic reviews
- Financial reviews
- Department performance reviews
- Corporate-development reviews
- Business-development reviews
- Risk reviews
- Major project reviews
Meeting Preparation
Responsibilities may include:
- Scheduling
- Agenda development
- Participant coordination
- Briefing materials
- Presentations
- Supporting documentation
- Meeting technology
- Follow-up materials
Executive Agenda
An agenda may identify:
Topic → Presenter → Time → Purpose → Decision / Discussion
Meeting Records
Where assigned, records may identify:
Topic → Decision → Action → Owner → Due Date
Executive Decision Register
The Specialist may maintain records of authorized executive decisions.
A register may identify:
Decision → Date → Executive Authority → Responsible Department → Implementation Status
Decision Integrity
The Specialist must not alter, reinterpret, or represent a proposed decision as approved without appropriate authorization.
Executive Action Tracker
The Specialist may maintain:
Action → Owner → Due Date → Priority → Status → Follow-Up
Follow-Up Coordination
Responsibilities may include:
- Sending approved reminders.
- Requesting progress updates.
- Recording responses.
- Updating executive trackers.
- Escalating unresolved matters.
Department Coordination
The Specialist may serve as an administrative liaison between Executive Leadership and company departments.
Department Requests
Executive requests may be tracked as:
Request → Department → Owner → Due Date → Status
Leadership Submissions
The Specialist may coordinate submissions involving:
- Business plans
- Budgets
- Strategic plans
- Business cases
- Project proposals
- Policies
- Performance reports
- Investment materials
- Transaction materials
Submission Quality Control
Administrative checks may include:
- Correct document
- Correct version
- Complete sections
- Correct dates
- Appropriate approvals
- Supporting materials
Executive Correspondence
The Specialist may coordinate:
- Business correspondence
- Executive letters
- Internal communications
- External communications
- Meeting follow-ups
- Partner communications
Drafting
The Specialist may draft routine communications for executive review.
No communication should create unauthorized contractual, financial, employment, legal, or other commitments.
Executive Email Support
Where specifically authorized, responsibilities may include:
- Organizing incoming correspondence.
- Identifying priority messages.
- Routing departmental requests.
- Drafting routine responses.
- Tracking required follow-up.
Executive Authority
Access to an executive’s email or calendar does not grant authority to make decisions or commitments on the executive’s behalf.
Executive Reports
The Specialist may coordinate recurring leadership reports.
Executive Reporting Calendar
A calendar may identify:
Report → Department → Owner → Due Date → Executive Review Date
Executive Dashboard Support
The Specialist may help organize approved information involving:
- Strategic initiatives
- Financial performance
- Major projects
- Corporate-development activity
- Business-development activity
- Operational performance
- Enterprise risks
Data Verification
Information used in executive reporting should be obtained from responsible departments.
Executive Presentations
The Specialist may prepare:
- Leadership presentations
- Executive briefings
- Business-review decks
- Meeting materials
- Timelines
- Charts
- Tables
- Supporting appendices
Presentation Standards
Materials should be checked for:
- Accuracy
- Consistency
- Correct dates
- Correct figures
- Correct versions
- Appropriate confidentiality classification
Executive-Sponsored Projects
The Specialist may provide coordination support for projects sponsored directly by Executive Leadership.
Project Tracker
Information may identify:
Project → Executive Sponsor → Project Owner → Milestone → Due Date → Status
Project Management Coordination
Formal project execution should be coordinated with Project Management when appropriate.
Strategic Planning Coordination
The Specialist may help coordinate Executive Leadership’s involvement in:
- Annual strategic planning
- Multi-year planning
- Strategic reviews
- Initiative reviews
- Performance reviews
Corporate Development Coordination
The Executive Office may support confidential matters involving:
- Acquisitions
- Investments
- Joint ventures
- Divestitures
- New business ventures
Transaction information should only be distributed to authorized personnel.
Business Development Coordination
The Specialist may help organize executive participation in:
- Partnership meetings
- Major customer meetings
- Business-development opportunities
- Industry relationships
Finance Coordination
The Specialist may coordinate executive meetings and materials involving:
- Budgets
- Forecasts
- Financial performance
- Capital requirements
- Investments
- Transactions
Official financial information remains the responsibility of Finance & Accounting.
Legal Coordination
The Specialist may coordinate executive review of:
- Contracts
- Corporate documents
- Legal correspondence
- Governance materials
- Transaction documents
Legal interpretation remains with Legal & Business Affairs and qualified counsel.
Human Resources Coordination
The Specialist may coordinate authorized executive matters involving:
- Senior-level recruitment
- Leadership meetings
- Organizational planning
- Workforce reviews
- Personnel documentation
Sensitive personnel information must receive appropriate protections.
Risk Management Coordination
The Specialist may support executive risk-review meetings and action tracking.
IT & Digital Systems Coordination
The Specialist may work with IT concerning:
- Executive devices
- Communication systems
- Secure document access
- Meeting technology
- Information security
Executive Technology
Executive devices and accounts should receive strong security protections appropriate to their access and sensitivity.
Travel Management
The Specialist may coordinate complex domestic and international business travel.
Travel Responsibilities
These may include:
- Flights
- Hotels
- Ground transportation
- Meeting schedules
- Conference registration
- Business itineraries
- Approved travel documentation coordination
Travel Itinerary
An itinerary may identify:
Date → Time → Location → Transportation → Meeting → Accommodation → Contact
International Travel
Where international travel is required, the Specialist may coordinate logistical information concerning:
- Passports
- Visas
- Entry requirements
- Transportation
- Accommodation
- Business schedules
Individuals remain responsible for complying with applicable government travel requirements.
Travel Changes
The Specialist may need to respond quickly to:
- Flight cancellations
- Meeting changes
- Schedule disruptions
- Weather events
- Other travel complications
Executive Expenses
The Specialist may organize:
- Receipts
- Expense documentation
- Travel expenses
- Approved reimbursements
Processing should follow Finance policies.
Executive Events
The Specialist may coordinate:
- Leadership retreats
- Executive dinners
- Conferences
- Business events
- Partner meetings
- Company leadership events
External Relationships
The Specialist may interact professionally with:
- Business owners
- Executives
- Investors
- Advisors
- Attorneys
- Accountants
- Consultants
- Vendors
- Partners
- Government or institutional contacts where appropriate
Professional Representation
The Specialist represents the Executive Office administratively and should maintain a consistently professional manner.
Executive Visitors
The Specialist may coordinate authorized visitors and meetings.
Visitor Coordination
Responsibilities may include:
- Scheduling
- Meeting locations
- Host notification
- Appropriate access coordination
- Hospitality arrangements
Security Coordination
Sensitive executive meetings or visitors may require coordination with Security & Protective Services.
Executive Records
The Specialist may maintain:
- Executive correspondence
- Meeting records
- Decision records
- Strategic materials
- Transaction materials
- Presentations
- Approval records
- Confidential memoranda
Records Management
Executive records should follow approved:
- Access controls
- File structures
- Naming conventions
- Retention requirements
- Version controls
Executive Document Register
Where appropriate:
Document → Owner → Version → Date → Access Classification → Status
Signature Coordination
The Specialist may facilitate approved signature processes.
Before routing documents, the Specialist should confirm:
- Correct signer
- Correct version
- Required departmental reviews
- Supporting documentation
- Appropriate authorization
Electronic Signatures
Electronic signature platforms should only be used through approved systems and procedures.
Confidentiality
The Senior Executive Assistant / Executive Operations Specialist may have access to extremely sensitive information involving:
- Corporate strategy
- Financial information
- Transactions
- Investments
- Legal matters
- Personnel matters
- Intellectual property
- Business partners
- Customers
- Executive communications
Information must only be accessed and shared for legitimate authorized business purposes.
Need-to-Know Principle
Executive information should not be shared merely because an individual works for The Antwi Group.
Access should reflect legitimate business need and authorization.
Privileged Information
Materials identified as legally privileged or attorney-client communications should be handled according to Legal & Business Affairs instructions.
Non-Public Transaction Information
Information concerning potential acquisitions, investments, partnerships, or divestitures must receive particularly careful protection.
Information Security
Executive materials should only be stored and transmitted using approved systems.
Credentials
Passwords, authentication codes, access tokens, private keys, or similar credentials must never be shared improperly.
Artificial Intelligence & Executive Operations
Where approved, AI-assisted tools may support:
- Scheduling preparation
- Administrative organization
- Drafting
- Research
- Meeting summaries
- Presentation preparation
AI-generated material must be reviewed before business use.
Confidential executive communications, non-public transactions, privileged legal materials, proprietary financial information, protected personnel information, customer information, credentials, intellectual property, strategic plans, or trade secrets should not be submitted to unapproved AI systems.
Professional Integrity
The Senior Executive Assistant / Executive Operations Specialist must not knowingly:
- Falsify executive records.
- Misrepresent executive decisions.
- Issue unauthorized commitments.
- Alter executive approvals.
- Forge or improperly apply signatures.
- Conceal material executive correspondence.
- Improperly disclose confidential information.
- Provide unauthorized access to executive records.
- Misuse executive accounts or credentials.
- Use confidential information for unauthorized personal benefit.
- Destroy required records without authorization.
- Misrepresent themselves as possessing executive authority.
Professional Boundaries
The Specialist may have substantial access and responsibility but does not automatically possess the decision-making authority of the executives supported.
Legal, financial, investment, personnel, strategic, and corporate decisions remain with appropriately authorized decision-makers.
Executive Office Team Support
The Specialist may provide guidance to:
- Executive Office Coordinator
- Administrative personnel
- Temporary executive-support personnel
Responsibilities may include:
- Workflow coordination
- Training
- Administrative quality review
- Scheduling coordination
- Documentation standards
Cross-Department Collaboration
Executive Leadership — primary direction and executive support.
Executive Office Coordinator — executive administrative coordination.
Operations & Administration — corporate administrative support.
Strategic Planning — strategy reviews and planning.
Corporate Development — confidential transactions.
Finance & Accounting — financial information and expenses.
Legal & Business Affairs — legal and governance matters.
Human Resources — personnel matters.
Business Development — strategic relationships.
Risk Management — executive risk reviews.
Project Management — executive-sponsored projects.
Data & Business Intelligence — executive reporting.
IT & Digital Systems — executive technology and security.
Corporate Communications & Public Relations — executive communications.
Security & Protective Services — executive and visitor security.
Qualifications
- Associate or bachelor’s degree in Business Administration, Management, Communications, Office Administration, or a related field preferred, or equivalent substantial professional experience.
- Several years of progressively responsible experience in executive assistance, senior administration, executive operations, business operations, office management, project coordination, or related work.
- Experience supporting senior executives or organizational leadership strongly preferred.
- Exceptional calendar-management and organizational ability.
- Strong written and verbal communication.
- Excellent professional judgment.
- Strong document and presentation skills.
- Proficiency with productivity, calendar, spreadsheet, presentation, communication, and document-management applications.
- Ability to manage multiple priorities under time pressure.
- Ability to interact professionally with senior executives and external stakeholders.
- Exceptional integrity, discretion, and confidentiality.
Preferred Skills
Experience or training involving:
- Executive Assistance
- Executive Operations
- Executive Calendar Management
- Business Administration
- Project Coordination
- Corporate Administration
- Executive Communications
- Travel Management
- Meeting Management
- Document Management
- Presentation Development
Professional Expectations
The successful candidate should demonstrate:
- Exceptional discretion
- Professionalism
- Organization
- Anticipation
- Adaptability
- Accuracy
- Reliability
- Responsiveness
- Communication
- Initiative
- Sound judgment
- Confidentiality
- Integrity
- Accountability
- Strong follow-through
Career Development
A potential career path may include:
Senior Executive Assistant / Executive Operations Specialist → Executive Office Manager → Director / Manager of Executive Office & Corporate Administration
Employees may also develop toward Business Operations, Project Management, Strategic Planning, Corporate Administration, Corporate Communications, Business Development, or other management functions.
Location
Poconos, Pennsylvania
This position may operate through a combination of on-site and approved remote work depending on executive and business requirements.
The position may require domestic or international travel and evening, weekend, or irregular-hour availability to support Executive Leadership, major transactions, business travel, conferences, special projects, or time-sensitive matters.
Employment Type
Full Time
Department
Executive Office / Corporate Administration
Reports To
Executive Leadership
About The Antwi Group
The Antwi Group is a growing organization operating across creative, entertainment, media, and related business sectors. Our teams bring together creative talent, technical expertise, management, financial discipline, technology, production, operations, strategy, corporate development, risk management, and business development to build projects and opportunities designed for long-term growth.
Application
Interested candidates should submit an application outlining their education and experience in executive assistance, executive operations, senior administration, business operations, office management, project coordination, communications, or related professional work.
Applicants may also be asked to provide a résumé/CV, professional references, relevant certifications, and descriptions of executive-support, administrative, scheduling, project-coordination, travel, meeting-management, or organizational responsibilities they have performed and are legally permitted to discuss.
Applicants should not submit confidential executive correspondence, proprietary company information, non-public transaction materials, privileged legal documents, financial information, protected personnel information, customer information, access credentials, intellectual property, trade secrets, or materials belonging to current or previous employers, executives, clients, or business partners that they are not authorized to disclose.
The Antwi Group is an equal opportunity employer. We consider qualified applicants without regard to characteristics protected by applicable law.