Executive Assistant

Executive Assistant

Reports to Vice President of People and Culture

Performs a variety of general duties for the executive leadership team.

Administrative & Executive Assistant (Front Office)

• Serves as the primary front office representative, professionally greeting visitors, managing incoming deliveries, and ensuring a welcoming, organized, and secure reception environment.
• Acts as the central communication hub by answering, screening, and routing incoming calls with discretion and efficiency, while providing exceptional customer service to internal and external stakeholders.
• Provides high-level administrative support to Executive Leadership, including the CEO, COO, CFO, VP of Quality, and VP of HR, ensuring smooth daily operations and effective time utilization.
• Coordinates and manages executive calendars, meeting logistics, and scheduling priorities, demonstrating strong judgment in handling competing demands and confidential matters.
• Prepares, edits, and distributes professional correspondence, reports, presentations, and mass communications, ensuring accuracy, clarity, and alignment with organizational standards.
• Maintains and manages databases, records, and document systems, ensuring data integrity, organization, and accessibility.
• Supports senior leadership with project coordination and follow-through, tracking deliverables, deadlines, and action items to ensure timely completion.
• Manages Board-related materials, including communications, meeting invitations, and documentation of meeting notes and action items as needed.
• Exercises a high level of discretion and confidentiality when handling sensitive organizational, personnel, and financial information.
• Oversees and maintains office supply inventory and administrative resources for the executive and administrative offices, ensuring operational readiness.
• Identifies opportunities to improve administrative processes and office efficiency, proactively implementing solutions that support leadership effectiveness.
• Acts as a liaison between executives, staff, and external partners, fostering strong working relationships and ensuring clear, consistent communication.

This job has no direct reports

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience: Bachelor's Degree in a related field or two to three years related experience and/or training; or equivalent combination of education and experience.

Language Skills: Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

Reasoning Ability: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Physical Demands: While performing the duties of this job, the employee is frequently required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is occasionally required to sit and stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus.

Work Environment: While performing the duties of this Job, the employee is occasionally exposed to fumes or airborne particles; toxic or caustic chemicals and risk of radiation. The noise level in the work environment is usually moderate