Executive Administrative Partner

Job Description

Pay: $80,000.00 - $90,000.00 per year

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Job description:

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We are looking for a highly organized, proactive, and trusted professional to provide direct support to our CEO and Executive Leadership Team. This role is ideal for someone who thrives in a fast-paced environment, enjoys managing priorities and bringing structure to complex initiatives, and takes pride in ensuring important details and commitments never fall through the cracks.

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Essential Duties

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CEO & Executive Support

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• Administer the CEO’s priorities, delegated assignments, pending decisions, and important deadlines.
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• Coordinate executive projects and initiatives to ensure appropriate ownership, follow-through, and timely completion.
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• Monitor priorities, commitments, and open items to identify delays, risks, missing information, and matters requiring escalation.
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• Maintain an organized executive dashboard reflecting priorities, ownership, deadlines, status, and next steps.
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• Coordinate the CEO’s calendar, meetings, travel, and other executive commitments.
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• Screen, prioritize, and route communications, meeting requests, and other matters requiring executive attention.
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• Prepare agendas, materials, action items, and follow-up documentation for executive and leadership meetings.
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• Follow up with designated leaders and stakeholders regarding assignments, decisions, and outstanding commitments.
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• Coordinate cross-functional efforts involving executive leadership, department leaders, and other designated stakeholders.
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• Resolve routine scheduling, communication, logistical, and administrative issues using sound judgment and established authority.
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• Exercise independent judgment in managing routine matters and redirect requests to the appropriate leader or department when necessary.
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• Represent the CEO and company professionally when communicating with employees, customers, vendors, advisors, and other stakeholders.
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• Coordinate business travel, reservations, meetings, events, expenses, and other executive logistics in accordance with company procedures.
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• Maintain accurate and organized executive records, files, trackers, templates, and documentation.
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• Maintain confidentiality when handling sensitive company, employee, customer, financial, strategic, and personal information.
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• Utilize approved technology and AI tools to improve organization, communication, documentation, and efficiency.
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• Troubleshoot administrative and workflow issues and implement practical solutions to improve efficiency and continuity
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Leadership & Organization Support

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• Coordinate Executive Leadership Team schedules, meetings, materials, and follow-up.
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• Support leadership initiatives by coordinating assignments, information, approvals, and deadlines across departments.
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• Participate in cross-functional projects and executive initiatives as assigned.
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• Assist with developing and maintaining processes and procedures that support executive and leadership operations.
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• Provide input on process improvements and opportunities to improve executive and leadership efficiency.
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• Prepare coverage plans for planned absences, including outstanding priorities, deadlines, responsibilities, and backup ownership
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Competencies

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• Project Management--Develops project plans; Coordinates projects; Communicates changes and progress; Completes projects on time and budget; Manages project team activities.
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• Delegation--Delegates work assignments; Matches the responsibility to the person; Gives authority to work independently; Sets expectations and monitors delegated activities; Provides recognition for results.
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• Analytical--Synthesizes complex or diverse information; Collects and researches data; Uses intuition and experience to complement data; Designs work flows and procedures.
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• Quality Management--Looks for ways to improve and promote quality; Demonstrates accuracy and thoroughness
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• Planning/Organizing --Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.
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Requirements

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• 5-7 years of related experience in executive administrative, coordination, or related field.
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• Ability to manage competing priorities, confidential information, and cross-functional follow through in a fast-paced environment
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• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Concur, and relative AI tools.
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• Excellent written and verbal communication skills
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• Bachelors degree, preferred
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Physical Demands

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Regularly stand/sit for extended periods, operate office equipment, perform light to moderate lifting, lift/move up to 15 lbs . occasionally, bend, twist, and maintain proper posture. Reasonable accommodation may be made for qualified individuals with disabilities to perform the essential functions of the role in accordance with applicable laws.

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Must be authorized to work in the U.S. without sponsorship.

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Benefits:

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• Medical, Vision, and Dental Insurance
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• 9 Annual Paid Holidays (including New Year’s Day, Memorial Day, 4th of July, Labor Day, Thanksgiving, and Christmas)
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• Paid Time Off — earned and accrued from your first day with the company
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• 401(k) Plan with company match (eligibility after 1 month)
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• Employer-Paid Life Insurance
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• Performance Reviews after 90 days and annually
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• Quarterly Company Goals — opportunity to earn up to 4 weeks of additional bonus pay annually
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• Employee Assistance Program (EAP)
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• Employee Referral Bonus Program
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• Employee Discount on tile after 6 months
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• Fresh Fruit, Coffee, Hot Chocolate, and Tea provided daily
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• Weekly Company Lunches
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• Company Culture Events — BBQs, Ugly Sweater Day, T-shirt making, Halloween contests, and more
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• Fun, Friendly, Family-Like Environment
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