EXECUTIVE ASSISTANT

Professional Bedford, NH, US 2 days ago Requisition ID: 1386 Salary: $80,000.00 Annually Executive Administrative Assistant to the Managing Partners Company: CS Contract Solutions, LLC Department: Executive Office Reports To: Managing Partners Employment Type: Full-Time Travel: Up to 25% Position Summary CS Contract Solutions is seeking a highly experienced, organized, and technology-forward Executive Administrative Assistant to the Managing Partners to provide direct administrative and operational support to company ownership. This is a high-trust position supporting the Managing Partners in the execution of their responsibilities across CS Contract Solutions and its business activities. The ideal candidate is an experienced executive administrator who is highly organized, exceptionally responsive, comfortable operating in a fast-moving environment, and capable of anticipating needs before they become requests. The Executive Administrative Assistant will manage complex calendars, travel, communications, meetings, documents, follow-ups, and executive priorities while helping create structure around the Managing Partners’ day-to-day activities. The successful candidate must also be AI-savvy and technologically capable, with the ability to use modern AI and productivity tools to improve efficiency, organization, communication, research, meeting preparation, and administrative workflows. This position requires the highest levels of confidentiality, discretion, judgment, professionalism, and trust. Travel of up to 25% will be required. Core Responsibilities 1. Executive & Ownership Support Provide direct administrative support to the Managing Partners, including: Managing daily executive priorities Coordinating calendars and schedules Protecting executive time and maintaining calendar discipline Scheduling internal and external meetings Coordinating meetings involving executives, clients, partners, advisors, attorneys, and other stakeholders Preparing executives for meetings and engagements Managing follow-up items and commitments Anticipating administrative and logistical needs Helping maintain organization across multiple concurrent priorities The Executive Administrative Assistant should develop a strong understanding of the Managing Partners’ priorities, responsibilities, relationships, and working styles. 2. Calendar & Time Management Own and coordinate complex executive calendars. Responsibilities include: Scheduling and rescheduling meetings Identifying and resolving calendar conflicts Prioritizing meetings based on executive and company priorities Coordinating across multiple time zones Building appropriate travel and preparation time into schedules Ensuring executives have necessary information before meetings Maintaining visibility into upcoming commitments, deadlines, and events The objective is not simply to manage a calendar, but to help the Managing Partners use their time effectively . 3. Travel Management Coordinate domestic and occasional international travel for the Managing Partners. Responsibilities may include: Flights Hotels Ground transportation Meeting locations Restaurant reservations Travel itineraries Schedule coordination Last‑minute travel changes Conference and event logistics The Executive Administrative Assistant may travel with the Managing Partners when business needs require. Up to 25% travel is expected for this position. 4. Meeting Preparation & Follow-Through Support executive meetings from preparation through execution and follow-up. Responsibilities include: Preparing agendas Organizing supporting documents Gathering relevant information before meetings Taking or coordinating meeting notes when appropriate Identifying decisions and action items Tracking commitments and deadlines Following up with responsible parties Maintaining organized records of important discussions and decisions The Executive Administrative Assistant should help ensure that important conversations turn into completed actions . 5. Communication Management Assist the Managing Partners with executive communications and correspondence. Responsibilities may include: Organizing and prioritizing communications Drafting routine correspondence Preparing internal communications Coordinating responses and follow-ups Maintaining important contact information Communicating professionally with senior executives, clients, attorneys, consultants, vendors, and other stakeholders The successful candidate must be able to communicate professionally while understanding when matters require immediate executive attention. 6. AI & Technology Enablement Actively use artificial intelligence and modern productivity tools to improve executive efficiency. The successful candidate should be comfortable using or learning tools such as: ChatGPT and other generative AI platforms Microsoft Copilot Microsoft 365 Outlook Teams Excel Word PowerPoint Cloud-based file management AI meeting transcription and summarization tools Task and project management platforms Workflow automation tools AI may be used to assist with: Meeting preparation Research Summarizing information Drafting communications Organizing notes Creating action-item lists Developing presentations Travel planning Document preparation Data organization Administrative workflow automation The ideal candidate should naturally look for opportunities to use technology and AI to eliminate repetitive work and increase the productivity of the Managing Partners . 7. Executive Organization & Priority Management Maintain systems that provide visibility into: Executive priorities Open action items Upcoming deadlines Important meetings Follow-up commitments Strategic initiatives Key relationships Documents requiring review or signature The Executive Administrative Assistant should be capable of respectfully reminding and holding executives accountable to their own commitments. 8. Confidentiality & Discretion This role will have access to highly confidential company and ownership information. This may include: Financial information Ownership matters Legal matters Employee information Client information Strategic plans Acquisition or transaction discussions Executive compensation Banking and financing matters Sensitive correspondence The successful candidate must demonstrate exceptional judgment regarding what information may be shared, with whom, and under what circumstances. Confidentiality is an absolute requirement of this position. 9. Executive Office Administration Provide administrative support to the Executive Office as needed, including: Document preparation File organization Expense reporting Invoice and receipt organization Meeting coordination Presentation preparation Contact management Executive records Signature coordination Special projects The Executive Administrative Assistant may also coordinate with Finance, Legal, Human Resources, Operations, and other departments on behalf of the Managing Partners. 10. Special Projects Assist the Managing Partners with special projects and strategic initiatives as assigned. These projects may fall outside traditional administrative responsibilities and may require: Research Information gathering Vendor coordination Project tracking Presentation development Event planning Executive communications Process development Cross-functional coordination The successful candidate must be comfortable operating in situations where the assignment may initially “figure this out and bring me options.” Required Qualifications Minimum 5+ years of experience supporting executives, business owners, C‑suite leaders, or senior leadership. Demonstrated experience managing complex executive calendars and travel. Strong proficiency with Microsoft 365, Outlook, Teams, Word, Excel, and PowerPoint. Demonstrated comfort using artificial intelligence and modern productivity tools. Exceptional organizational and time‑management skills. Strong written and verbal communication skills. Ability to manage multiple priorities simultaneously. Exceptional attention to detail. Strong professional judgment. Demonstrated ability to handle confidential and sensitive information. Ability to operate independently with limited supervision. Ability to anticipate executive needs rather than simply react to requests. Ability and willingness to travel up to 25%. Preferred Qualifications Previous experience supporting company founders, owners, Managing Partners, CEOs, or other C‑suite executives. Experience working within a rapidly growing or entrepreneurial organization. Experience supporting multiple senior executives simultaneously. Advanced experience using AI tools for executive productivity. Experience developing administrative workflows or automations. Experience coordinating executive‑level meetings, conferences, and travel. Experience interacting with attorneys, financial professionals, senior executives, clients, and other high-level stakeholders. Key Competencies Discretion — Understands the sensitivity of working directly with company ownership. Organization — Creates structure in a fast-moving environment. Anticipation — Identifies needs before being asked. Ownership Mentality — Takes responsibility for outcomes rather than simply completing assigned tasks. Technology Fluency — Uses technology and AI to improve productivity. Communication — Communicates clearly, professionally, and appropriately. Adaptability — Remains effective when priorities or schedules change quickly. Resourcefulness — Finds solutions independently. Follow-Through — Ensures commitments and action items do not disappear after meetings. Executive Presence — Represents the Managing Partners and CS Contract Solutions professionally. Judgment — Understands what requires escalation and what can be handled independently. Travel Requirement This position requires up to 25% travel. Travel may include accompanying the Managing Partners to company offices, operating markets, client meetings, executive meetings, conferences, strategic planning sessions, company events, and other business engagements. Candidates must be comfortable with occasional schedule changes and travel requirements associated with supporting company ownership. Measures of Success Effectiveness of Managing Partner calendar and time management Reduction in administrative burden placed on the Managing Partners Consistent completion and tracking of executive follow-up items Accuracy and quality of executive communications and documentation Effective preparation for meetings and travel Ability to anticipate executive needs Responsiveness and reliability Effective use of AI and technology to improve executive productivity Quality and organization of executive information and records Ability to maintain confidentiality and exercise sound judgment Ability to create structure within a fast-paced executive environment #J-18808-Ljbffr