Executive Assistant, Operations

About The Position  

Tech-Keys is seeking an experienced Executive Assistant to support our VP of Operations. This is not a back-office administrative role. The VP’s work is client-facing, which means the things that fall through the cracks land on a client, not just on someone internal. You are the first line of defense against that. 

The job is holding threads open. Acknowledging clients inside the hour, chasing named people until they actually answer, and making sure a date somebody committed to is a date that arrives. You will own the calendar, the follow-ups, the meeting minutes, the renewal deadlines and the document mechanics, so the VP can spend his time on the conversations only he can have. 

The bar for this role  

Work that comes to this desk gets finished. No reminders needed, no chasing for a status, and when something is at risk it gets raised early rather than discovered late. That is the whole standard, and it is a high one. 

The role works best a step ahead of the week rather than a step behind it. Planning for what is coming, having things ready before they are needed, and keeping enough of the picture in view to see problems while they are still small. Holding the VP to his own deadlines is part of that, and it is welcome here rather than out of line. 

You do not need to have held this exact title before. If you have been the person who keeps a busy front desk, practice or office running, who owns other people’s calendars and remembers what everyone is waiting on, the skills carry over directly. We will train you on the rest. What we cannot train is being organized by nature and being comfortable with people. 

If you are the kind of person who keeps a list nobody asked you to keep, and who is genuinely unbothered about asking a busy person for an answer a third time, you will do well here. 

What You’ll Do  

Message triage and first response  

• Provide the first response on incoming client communication so nothing sits in silence: acknowledge it, set an expectation, and route it to whoever can actually answer 
• Serve as the single point of contact for clients who have asked that all communication and scheduling route through one desk  
• Close the written loop after something has been handled by phone, so the thread does not sit open and the client has the paper trail they expect  
• Take first-line complaints, log them, and surface the pattern rather than the individual incident  

Follow-up and chase  

• Chase open items until a named person confirms completion, not just until they reply 
• Run the unpaid invoice loop end to end: forward it, confirm the account manager has contacted the client, verify the Controller was copied, and close it only on confirmed payment  
• Track unanswered client questions and draft holding replies for the VP’s review  
• Track what is owed by internal owners and prepare the nudge  

Scheduling and calendar defense  

• Own the VP’s calendar, negotiating times directly with clients rather than routing every option back through him 
• Set up and issue Bookings links for named client contacts  
• Book and maintain the internal cadence: monthly syncs, quarterly reviews and recurring strategy meetings  
• Own client meeting and demo logistics end to end: invite, agenda, attendee list, reminder  
• Watch the day live and rescue what comes next when a meeting runs over: notify, rebook, and collect the notes  

Meeting prep, minutes and recaps  

• Produce and circulate summary minutes after every client meeting, same day 
• Send the documents, credentials and action-item recaps clients ask for after a call  
• Assemble recurring client updates from tickets, orders and open items for the VP to review and send  
• Brief the VP ahead of calls so he walks in with the full picture already in front of him  

Renewals, expiries and recurring reports  

• Own the renewal, domain and certificate expiry calendar, renewing or escalating on the notice 
• Make sure no renewal or expiry reaches its respond-by date without a named owner  
• Clear auto-assigned and duplicate tickets off the VP’s name, and get a real owner onto the ones that are not duplicates  
• Receive recurring billing and licensing reports, complete the first pass, and route them  
• Pull and assemble recurring internal reports so the deliverable lands on the VP’s desk already built  

Document, quote and e-signature administration  

• Drive signed agreements through their mechanical steps: into e-signature, out, chased, filed 
• Retrieve and send the correct contract documents during client onboardings  
• Verify the inputs on a quote before it goes out, including checking it against what the client has already paid  

Team cadence and coverage  

• Reroute open threads when someone is out, so approvals do not stall on an out-of-office 
• Hand tickets that land on the VP to the right account manager and confirm they picked it up  
• Build 1:1 and quarterly prep packs: stats, running log, open items  
• Run hiring administration: job ads, applicant workflow, interview scheduling and candidate review logistics  

Data hygiene  

• Take the first pass on negative client survey scores, establishing what actually happened before anyone escalates 
• Keep recurring reconciliations current instead of rediscovering drift months later  

Expected Outcomes  

At 90 days, success in this role looks like: 

• No client waits more than one business day for an acknowledgement 
• No renewal or expiry reaches its respond-by date without a named owner 
• Minutes go out the same day for every client meeting 
• Anything handed to this role comes back done, without a reminder 
• Problems surface early, while there is still time to do something about them 

What This Role Is Not  

We are explicit about the boundary, because half the value of this role is knowing exactly when to stop and hand back. 

• You draft external communication. The VP sends it 
• Anything going to the CEO or President is prepared by you and sent by him 
• Pricing and commercial decisions are not yours to make 
• Performance conversations, quarterly reviews and ratings stay with the VP 
• Escalations where a client relationship is at risk go straight to him 
• You route technical questions. You do not attempt to answer them 

One rule worth stating up front: before you flag something as a dropped ball, check across channels. A great deal of the work here happens on the phone or in person, and a thread that looks unanswered has often already been handled.

Compensation & Benefits:

Compensation & Benefits  

$55,00.00 - $65,000.00 annually.

Tech-Keys has been named an NJ Top Workplace four years in a row, and that's no accident. As a growing, industry-leading Managed Service Provider, we're deeply committed to a culture that prioritizes care; for our clients and for each other. Tech-Keys may be the right place for you if you're looking for a place where your work matters and your people genuinely have your back. 

At Tech-Keys, our team is built around five core values: Care, Be Proud, Be Fun & Balanced, Speak Up, and Aim Higher. 

We look for people who care deeply about their team, their clients, their image, and their work. People who take pride in their work, communicate openly, and know how to maintain a healthy balance while staying positive are exactly who we're looking for. 

If those values naturally align with who you are, there's a good chance you'll thrive here! 

If they don't, this probably won't be the right fit, and that's okay too! 

We hire for both skill and culture because we believe the best teams are built on both. 

REQUIREMENTS

• Two or more years in a role where you managed other people’s time and kept them organized. Executive or administrative assistant, receptionist, front desk, medical or dental scheduling, office coordination. The work matters here, not the job title 
• Strong calendar and scheduling experience, including booking directly with people outside your own organization 
• Written English strong enough to face a client unedited 
• Genuine comfort following up with people until you get a real answer, including people more senior than you 
• Highly organized, with a system you trust for tracking open items so that nothing depends on memory 
• A track record of things coming back done without anyone having to remind you. This is the most important line on this list 
• The instinct to look ahead rather than react. You notice what is coming, you raise it early, and you would rather flag something too soon than too late 
• Comfortable holding a busy executive to his own commitments, and saying so early when something looks like it is slipping 
• Sound judgment about when something is yours to handle and when it needs to be handed up 
• Comfortable in Outlook and Microsoft Teams, and quick to pick up new software 
• Available on-site in our Howell, NJ office five days a week 

Bonus Points  

• Experience supporting a senior leader directly 
• Familiarity with EOS or Traction. We run on it, and you will hear about rocks, L10s and scorecards from your first week 
• Experience in the technology or managed services space 
• Experience with ConnectWise or a similar PSA tool 
• Experience taking and circulating formal meeting minutes 
• Comfort reading a technical request and knowing who it goes to, without needing the terminology explained. This is not a technical role and we can teach this