Executive Assistant

Executive Assistant

The Executive Assistant provides high-level administrative and organizational support to the President & CEO, Chief Financial Officer, and Director of Human Resources. Although this position formally reports to the Director of Human Resources, it works cross-functionally with the senior leadership team to ensure smooth daily operations, seamless communication, and strong organizational coordination.

The ideal candidate is proactive, detail-oriented, highly organized, and capable of managing multiple priorities with discretion and professionalism.

Key Responsibilities

Executive Support

• Manage the President & CEO's calendar, including scheduling, prioritizing, and coordinating meetings, appointments, and travel.
• Provide administrative support to the President & CEO, CFO, and HR Director, maintaining confidentiality and professionalism at all times.
• Coordinate and book travel arrangements for executives and new hires (flights, hotels, rental cars, itineraries).
• Assist with creating presentations, reports, agendas, and meeting materials as requested.
• Process and track missing manager reports to ensure timely completion.
• Assist with planning company meetings, events, and recognition activities.

Human Resources & Payroll Support

• Complete E-Verify and new hire employment eligibility documentation.
• Serve as a backup for the bi-weekly payroll process, ensuring accuracy and timeliness.
• Input employee referral bonuses and ensure proper documentation.
• Manage apparel voucher distribution and tracking.
• Conduct PTO audits and follow up on discrepancies as needed.
• Support HR initiatives, recognition programs, and quarterly service awards.

Administrative Operations

• Update and maintain company organizational charts.
• Maintain accurate and timely end-of-month reporting for leadership.
• Order office supplies, corporate gifts, flowers, and event materials as needed.
• Send out birthday cards, milestone recognitions, and service awards.
• Update internal communications such as the TV Guide or display screens.
• Support office management functions to ensure a professional and welcoming environment.

Employee & New Hire Support

• Manage onboarding travel logistics for new hires (book flights/hotels, coordinate schedules).
• Assist with new hire communications and administrative onboarding items.

General Support

• Provide general administrative assistance across departments as needed.
• Maintain a high level of accuracy, organization, follow-through, and ownership in daily tasks.
• Build strong working relationships across the company to enhance coordination and communication.

Qualifications & Requirements

• 3+ years of experience in an administrative, executive assistant, or office management role; executive-level support strongly preferred.
• Exceptional organization, time management, and follow-through skills.
• Strong written and verbal communication skills.
• Ability to manage confidential information with professionalism and discretion.
• Proficiency in Microsoft Office Suite (Outlook, Teams, Word, Excel, PowerPoint).
• Experience with HR or payroll systems (Dayforce preferred) is a plus.
• Ability to multitask in a fast-paced environment and anticipate needs ahead of time.
• High level of professionalism, customer service orientation, and reliability.

What We Offer

• Competitive compensation
• Health, dental, vision, short- & long-term disability, and life insurance
• 401(k) with company match
• Paid time off and holidays
• Supportive and team-oriented work environment

About Hill & Smith:

Hill & Smith, Inc. is an industry-leading manufacturer of highway safety products, software, and services committed to protecting the traveling public and enhancing infrastructure safety. Headquartered in Columbus, Ohio, we are a member of the HS Roads & Security division of Hill & Smith Holdings PLC, based in Birmingham, England and publicly traded on the London Stock Exchange. Our worldwide Group Purpose is to "Create sustainable infrastructure and safe transport through innovation."

Hill & Smith, Inc. operates four manufacturing facilities in the US and sells a wide array of transportation safety products around the world. Our products include roadside safety hardware (steel barriers and attenuators), work zone safety products (arrow boards, message boards, and speed trailers), and ITS smart work zone solutions (roadside data collection equipment and software).

Our purpose is to design and deliver innovative solutions to protect the traveling public and road workers by making transportation safer, smarter, and more sustainable.

Our Core Values:

At Hill & Smith, our values guide everything we do:

Safety Safety is everyone's responsibility.

Trust and Respect We build trust through responsible actions and honest relationships. We value everyone and treat people with dignity and professionalism.

Urgency We act promptly and with the intention to make things happen efficiently and effectively.

Collaboration We work hand in hand to achieve our goals.

Accountability Each of us is responsible for our words, our actions, and our results.

Forward Thinking We always look ahead and plan for what could happen. We aren't afraid of taking risks, and we are always willing to learn and grow.

We are an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status.