Executive Administrative Assistant

Description Executive Administrative Assistant Position Overview The Executive Administrative Assistant provides high-level administrative support to the CEO and Senior Executive Team. This position requires exceptional professionalism, discretion, organization, and sound judgment while managing confidential information and supporting executive operations. The ideal candidate will serve as an extension of the executive office by anticipating needs, coordinating priorities, and ensuring smooth daily operations. This role requires a polished, professional presence as the EAA will regularly interact with executives, employees, visitors, candidates, vendors, and external partners. The successful candidate will demonstrate strong organizational skills, attention to detail, adaptability, and the ability to manage multiple priorities in a fast-paced environment. Key Responsibilities Executive Administrative Support Provide comprehensive administrative support to the CEO and Senior Executive Team. Manage executive calendars, scheduling, and meeting coordination. Organize and maintain calendar appointments, including meetings, events, and executive priorities. Create, manage, and distribute meeting materials, including agendas, reports, and supporting documentation. Manage Google Meet links and virtual meeting coordination. Prepare, organize, and maintain executive files, folders, and reference materials. Print and maintain executive directories and other requested documentation. Prepare and process expense reports. Maintain confidentiality while handling sensitive executive and company information. Office Management & Administrative Operations Maintain a professional and organized office environment. Manage office supply needs and routine restocking, including: Boardroom restocking Breakroom restocking Water inventory and replenishment Weekly Friday restocking activities Ensure meeting spaces are prepared and maintained for executive meetings and visitors. Support general office organization and administrative needs. Document & Organizational Support Create and maintain organized filing systems and executive materials. Prepare folders, tabs, binder covers, and binder spines. Maintain training binders and ensure materials remain current and organized. Maintain administrative trackers and ensure information is accurate and up to date. Type, format, print, and organize meeting agendas and supporting documents. Prepare itineraries and schedules for executive meetings, candidate visits, and company events. Send out Greensheets and other internal communications as assigned. Reporting & Data Management Pull reports from NetSuite and update weekly reporting documents for executive review. Assist with data entry, tracking, and maintaining accurate records. Maintain spreadsheets, trackers, and administrative reports. Provide timely updates and information to support executive decision-making. Candidate & Visitor Experience Support Coordinate and support candidate visits and executive-level meetings. Arrange candidate itineraries, schedules, and visit details. Coordinate travel accommodations for candidates and visitors, including: Hotel reservations in Greer Flight and hotel arrangements for potential candidates Manage visitor arrival processes and provide a welcoming experience. Greet visitors and ensure they are properly assisted upon arrival. Coordinate candidate and visitor lunches when applicable. Provide facility tours to candidates, guests, and visitors as needed. Travel & Meeting Coordination Assist with travel planning and logistics for executives, candidates, and guests. Coordinate hotel, transportation, and scheduling details. Ensure all travel arrangements are organized and communicated effectively. Support executive meetings by coordinating logistics, materials, and follow-up items. Event Planning & Company Support Assist with planning and execution of company events, meetings, and special projects. Coordinate event details, including: Venue communication Catering arrangements Snack and beverage coordination Event preparation and logistics Support company initiatives and projects as needed. Cross-Departmental Support Provide administrative assistance and project support to other departments when additional resources are needed. Assist with special projects requiring organization, coordination, and attention to detail. Demonstrate flexibility and willingness to support business needs across the organization. Requirements Key Requirements : Education : High School Diploma is required; a Bachelor's degree is preferred. Experience : Minimum of 2–3 years of experience providing administrative support to senior executives in a fast-paced, professional environment. Skills : Exceptional organizational, critical thinking, and problem-solving abilities. High attention to detail with a demonstrated ability to manage multiple priorities and complex tasks efficiently. Communication : Strong verbal and written communication skills. Must be proficient in reading, writing, and speaking English, with the ability to clearly articulate ideas, respond to inquiries professionally, and represent the executive team with discretion and poise. Interpersonal : Professional, courteous, and approachable. Proven ability to build strong working relationships, collaborate effectively across teams, and navigate sensitive or confidential situations with discretion. Technology : Proficiency in Google Workspace (Gmail, Docs, Sheets), Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams, etc.), Monday.com, and Tick Tick To-Do app. Flexibility & Schedule : Adaptable to evolving business needs. Schedule flexibility is required, including occasional after-hours support or travel based on executive demands or company events. Professionalism & Presentation: Must maintain a polished, professional appearance and demeanor, particularly when interacting with guests, executives, or external partners. Work Environment : Responsible for maintaining an organized and professional workspace. Ensures that shared areas, including conference rooms and reception spaces, remain clean, orderly, and guest-ready. Transportation : Must have reliable transportation to and from work, as well as for occasional off-site meetings or work-related travel. Stress Management : Ability to manage high-pressure situations, deadlines, and shifting priorities. Physical Requirements : The Executive Administrative Assistant position is primarily office-based and involves routine desk work with occasional mobility throughout the corporate office. Mobility : Ability to move throughout the office, meeting rooms, and reception areas. Occasional movement required for event setup or receiving deliveries. Standing and Walking : Must be able to stand and walk intermittently throughout the day, including during visitor support, meetings, or event coordination. Lifting and Carrying : Occasionally required to lift or carry office supplies, mail, or event materials weighing up to 50 pounds. Assistance should be requested for anything beyond this limit. Posture and Motion : Frequent sitting for extended periods at a computer workstation. Occasional reaching, bending, or stooping to access files, supplies, or storage areas. Vision and Hearing : Must have adequate visual and auditory capabilities to perform tasks involving computer use, communication, and attention to detail. Manual Dexterity : Must possess manual dexterity to operate standard office equipment, including computers, phones, copiers, etc. Work Environment: Typical office environment with moderate noise levels, which may vary during business activities. Occasional exposure to external parties during on-site events or visits. Travel Requirements : This position involves approximately 5% travel, primarily for attending company events, off-site conferences, and other executive-related needs. Equal Opportunity and Accommodation Statement : DMA Industries, LLC is proud to be an Equal Opportunity Employer. We are committed to building a diverse and inclusive workplace where all employees are respected, valued, and empowered. We welcome applicants of all backgrounds and do not discriminate based on race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, protected veteran status, or any other characteristic protected by applicable federal, state, or local law. We also recognize the importance of accessibility and are committed to providing reasonable accommodations to individuals with disabilities throughout the hiring process and during employment. If you require assistance or accommodation at any stage of the application or employment process, please inform us so that we may support your needs appropriately. DMA Industries