Executive Admin

Description:

Executive Administrative Assistant

Reports To: CEO

FLSA Status: Exempt (Salary)

Work Schedule: MondayFriday, 7:00 a.m.4:30 p.m. (Flexible) (Schedule varies based on business needs).

Date: March 1, 2026

Position Summary

The Executive Administrative Assistant provides high-level administrative support to the CEO and senior leadership, serving as a gatekeeper and trusted liaison to ensure effective executive operations. This role plans and coordinates complex schedules and travel, manages confidential communications and priorities, administers office operations and vendor relationships, and implements administrative procedures that improve efficiency and business outcomes. The Executive Administrative Assistant exercises discretion and independent judgment in matters of significance related to executive support, office administration, and cross-functional coordination.

In addition to executive-level responsibilities, this position performs front-desk and receptionist functions to ensure a professional, well-organized, and welcoming office environment.

Essential Functions

Executive-Level Administrative Support

• Serve as primary gatekeeper for the CEO by prioritizing requests, and managing access, information flow, and issue triage.
• Manage complex executive calendars, prioritizing meetings and preparing required briefing materials.
• Plan and coordinate executive travel (domestic/international), including vendor selection, itineraries, risk considerations, and adherence to budget guidelines.
• Lead planning and execution of leadership offsites and corporate events, including venue sourcing, contract coordination within delegated authority, agenda design, communications, and post-event follow-up.
• Draft, edit, and produce executive correspondence (decision memos, presentations, board or leadership materials) with appropriate tone, clarity, and confidentiality.
• Develop, document, and improve administrative procedures and workflows to support executive priorities and ensure policy compliance.
• Oversee purchasing and budget stewardship for executive office operations, including vendor selection, price comparisons, and spend tracking within authorized limits.
• Coordinate cross-functional projects on behalf of the CEO; track milestones, remove routine obstacles, and escalate issues impacting timelines, cost, or quality.
• Maintain and safeguard confidential information, including HR-sensitive, legal, and financial materials.
• Perform special projects and other duties as assigned.

Reception & Front Desk Responsibilities

• Greet visitors, clients, and vendors professionally; announce arrivals as appropriate.
• Answer, screen, and route incoming phone calls accurately and courteously.
• Maintain visitor security procedures, including visitor logs, badges, and access protocols.
• Coordinate meeting logistics, including preparing conference, meeting, and training rooms.
• Manage incoming and outgoing mail, deliveries, and packages.
• Schedule appointments and reserve conference rooms; provide routine calendar coordination support as directed.
• Prepare and distribute standard office communications (emails, memos, forms) in accordance with templates and guidelines.
• Provide general administrative support including filing, copying, scanning, faxing, and data entry.
• Support employee travel arrangements by preparing itineraries and coordinating basic logistics as directed (does not include vendor selection or budget authority).
• Monitor office supply inventory and request replenishment; maintain organized common areas to support a professional environment.
• Assist colleagues with administrative tasks and special projects as assigned.
• Anticipate office and visitor needs to ensure a smooth, positive experience.

Safety Responsibilities

• Follow all company safety policies and procedures.
• Comprehend, retain, and comply with established safety programs.
• When supporting on-site events and entering production areas, follow posted safety signage and required protocols.

Qualifications

Required

• Associate degree in Business Administration or a related field; or equivalent combination of education and progressively responsible administrative duties.
• Prior administrative, receptionist, or office support experience.
• Professional presence sound judgement, and strong interpersonal skills for interactions at all levels of the organization.
• Proficiency in Microsoft 365 with the ability to accurately prepare documents and manage basic office systems.
• Strong organization skills, attention to detail, and the ability to exercise discretion, handle confidential information, and make decisions within delegated authority.
• Ability to read, write, and comprehend the English language and to follow written and verbal instructions.
• Reliable attendance, punctuality, and timely communication of planned and unplanned absences in accordance with company policy.

Preferred

• Experience coordinating executive travel, vendor selection, purchasing, or budget stewardship.
• Experience organizing leadership meetings, offsites, or corporate events.
• Experience improving or implementing administrative procedures and workflows.
• Multilingual abilities.

Working Conditions & Physical Requirements

• Ability to sit for extended periods of time while working at a computer.
• Frequent use of hands and fingers for keyboarding, data entry, and operation of standard office equipment.
• Ability to move throughout office and manufacturing environments as required to perform essential job duties.
• Ability to occasionally lift and move items weighting up to 20 pounds.
• Ability to communicate clearly and effectively, including listening and speaking.
• Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of this position.

Safety Equipment

When entering designated production areas, employees are required to wear steel-toed safety shoes and approved eye protection with side shields. Hearing protection is required only in posted areas of the production environment, in accordance with safety signage and company policy.

Employment Statement

This job description is intended to describe the general nature and level of work being performed by employees assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Management reserves the right to modify, add, or assign other duties as business needs require. This document does not constitute a contract of employment.

Acknowledgment

Employee Name (Print): ______________________________

Employee Signature: ________________________________ Date: _____________

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