Executive Administrative Assistant

Job Description

Job Description

Position Summary :

The Executive Assistant is a trusted partner to the CEO, providing high-level administrative, operational, and personal support to efficiently manage priorities, communications, schedules, and key initiatives. This role serves as a central point of coordination for business and personal matters, exercising exceptional judgment, discretion, and professionalism while managing competing priorities in a fast-paced environment.

Performance Expectations – Success in this role will be measured by:

• Effective management of the CEO's schedule, priorities, and commitments. Accurate and timely completion of assignments, projects, and follow-up items.
• Proactive support and management of business and personal responsibilities.
• Anticipation of needs and maintenance of operational efficiency.
• Expert relationship management of trusted stakeholders while maintaining confidentiality and professionalism.

POSITION RESPONSIBILITIES:

• Manage the executive's calendar, appointments, meetings, and daily schedules.
• Coordinate meetings, prepare agendas, document action items, and track follow-ups.
• Screen and prioritize incoming calls, emails, correspondence, and requests.
• Draft, proofread, and prepare professional emails, reports, presentations, and documents.
• Maintain organized electronic files, records, and confidential documents.
• Monitor deadlines and proactively communicate upcoming commitments.
• Track projects, assignments, deliverables, and outstanding action items.
• Conduct research and prepare summaries to support executive decision-making.
• Coordinate communication between leadership, employees, clients, vendors, and external partners.
• Assist with expense tracking, invoice processing, receipts, and travel reimbursements.
• Support special projects and other business initiatives as assigned.
• Serve as a professional point of contact for internal and external stakeholders.
• Maintain positive working relationships with clients, partners, vendors, and colleagues.
• Communicate clearly, diplomatically, and professionally on the CEO's behalf.
• Follow up on outstanding requests and ensure commitments are completed on time.
• Maintain strict confidentiality regarding business, financial, personal, and sensitive information.
• Exercise discretion when managing private communications and executive affairs.
• Identify potential scheduling conflicts, operational issues, and competing priorities before they become problems.
• Represent the executive with integrity, reliability, and professionalism.

• Coordinate personal appointments, family schedules, and household-related matters as requested.
• Arrange travel itineraries, transportation, hotel accommodations, and dining reservations.
• Manage personal errands, special requests, and event planning.
• Assist with coordinating vendors, service providers, and household logistics.
• Handle personal and professional matters with discretion and sound judgment.

KEY QUALIFICATIONS :

Requirements and Competencies:

• Proven experience in an Executive Assistant, Personal Assistant, Administrative Assistant, or similar support role.
• Exceptional organizational, time management, and prioritization skills, with the ability to manage multiple deadlines and competing priorities.
• Strong communication, interpersonal, and relationship-building skills, supported by professionalism, emotional intelligence, and sound judgment.
• Demonstrated initiative, resourcefulness, and problem-solving ability, with a proactive approach to anticipating needs and resolving issues independently.
• High level of discretion, integrity, and accountability when handling confidential and sensitive information.
• Proficiency with Microsoft Office, Google Workspace, calendar management systems, and virtual meeting platforms.
• Adaptability and flexibility to respond effectively to changing priorities and time-sensitive requests while maintaining a service-oriented mindset.

Work Environment – Please note the following details:

This position is primarily an onsite role based at the Shooters Waterfront Corporate Offices and requires a full-time work schedule. While most duties will be performed at the corporate office, the role may periodically require work at alternative locations to support business operations, executive needs, special projects, meetings, events, or other assigned responsibilities. The ability to adapt to varying work environments and respond to changing business needs is essential for success in this role.