Executive Assistant to the Chief Executive Officer

Diamond Chemical develops, manufactures, and distributes private label and branded cleaning, sanitation, and specialty chemical products. The company operates a growing multi site manufacturing and distribution platform and is advancing commercial growth, integrations, and operational improvement.

Position Overview

Reporting directly to the Chief Executive Officer, the Executive Assistant is the CEO's primary administrative partner and the central coordinator for the executive office. The role creates order in a fast moving calendar and information flow, ensures that senior meetings are fully prepared, and drives clear follow through on commitments.

This is a high trust, high judgment role. It is not a calendar only position and it is not a Chief of Staff role. The successful candidate will anticipate needs, protect the CEO's time, resolve issues independently where appropriate, and ensure that no important detail, deadline, or commitment is lost. The role handles confidential matters with discretion and serves as a polished point of contact for senior leaders, Board members, investors, customers, suppliers, and external partners.

Core Responsibilities

Executive support and calendar management

• Own the CEO calendar and schedule, proactively resolving conflicts and protecting time for the company's highest priorities.
• Assess and triage meeting requests. Confirm agendas, participants, intended decisions, and required pre reads; redirect or decline low value requests when appropriate.
• Coordinate complex domestic travel, including detailed itineraries, transportation, lodging, meeting logistics, and rapid changes.
• Maintain a forward looking weekly view of CEO priorities, travel, decision points, and meeting readiness.
• Prepare and submit expense reports and support time sensitive approval, invoice, and reimbursement workflows.

Executive meetings and communications

• Plan and coordinate leadership team meetings, operating reviews, Board meetings, investor interactions, and other executive forums. Build agendas, collect inputs, manage pre read timelines, and confirm logistics.
• Draft, edit, and format correspondence, meeting agendas, briefing notes, presentations, and follow up communications with exceptional accuracy and a clear executive tone.
• Capture decisions, action items, owners, and due dates when required. Publish follow up promptly and persist until commitments are closed or escalated.
• Manage selected inbound CEO communications and priority escalations at the CEO's direction.
• Maintain highly organized, secure electronic and physical records for the executive office.

Cross functional and administrative coordination

• Maintain a practical action tracker for leadership commitments, key projects, external relationships, and material deadlines. Identify gaps and escalate risk early.
• Serve as a reliable conduit between the CEO and the senior leadership team, ensuring requests are transmitted accurately and responses are timely.
• Coordinate executive visits, customer and supplier meetings, leadership offsites, and logistics for smaller company or executive office events, as needed.
• Support critical office and executive administration, including meeting rooms, executive visitors, vendors, and other business needs assigned to the executive office.
• Use sound judgment and discretion in sensitive personnel, legal, financial, acquisition, integration, and commercial matters.

Qualifications

• Seven or more years of progressively responsible executive assistant or senior administrative experience supporting a CEO, president, or C suite leader.
• Demonstrated success managing a demanding executive calendar, complex travel, senior meeting preparation, and confidential communications.
• Advanced proficiency with Microsoft 365, especially Outlook, Teams, PowerPoint, Word, and Excel.
• Excellent written and verbal communication skills. Able to produce concise, accurate, business ready materials with minimal supervision.
• Experience in a manufacturing, distribution, multi site, high growth, or private equity backed organization is strongly preferred.
• Ability to work full time on site in East Rutherford, New Jersey, with reasonable schedule flexibility when business needs require it.

Working Style and Behaviors

• Exercises excellent judgment, discretion, and calm professionalism under pressure. Anticipates needs and takes ownership through completion.
• Operates with urgency and precision without creating noise, drama, or unnecessary friction.
• Comfortably and diplomatically protects executive time, redirects requests, and follows up with senior stakeholders.
• Moves easily between detailed logistics and the broader business context behind a meeting, decision, or commitment.
• Builds trust quickly, maintains strict confidentiality, and represents the CEO and Diamond Chemical with maturity and good judgment.

Measures of Success

• The CEO calendar is strategically protected, meetings are purposeful, and required materials are ready in advance.
• Leadership, Board, and investor meetings are consistently organized, with pre reads and logistics completed on time.
• Decisions, action items, owners, and deadlines are visible and follow through improves across the executive office.
• Travel, expenses, executive visits, and business events run smoothly and accurately.