Executive Assistant

Job Description

Job Description

Position Summary

The Executive Assistant provides high-level administrative support to executive leadership while managing the organization's public image, communications, and marketing initiatives. This role requires exceptional organizational skills, discretion, creativity, and the ability to manage multiple priorities in a fast-paced environment. The ideal candidate is proactive, detail-oriented, and capable of representing the organization professionally with employees, customers, vendors, community partners, and the public. This role will also handle marketing communications as described below.

Essential Duties & Responsibilities

• Executive Assistant Responsibilities
• Provide confidential administrative support to executive leadership.
• Manage executive calendars, appointments, meetings, and travel arrangements.
• Screen phone calls, emails, and visitors, ensuring timely responses and appropriate follow-up.
• Prepare correspondence, reports, presentations, meeting agendas, and minutes.
• Coordinate executive meetings, company events, and special projects.
• Maintain confidential files and sensitive company information.
• Assist with budget tracking, expense reports, and purchase requests.
• Coordinate communication between executives, departments, vendors, and external stakeholders.
• Monitor deadlines and ensure timely completion of executive priorities.
• Perform additional administrative duties as assigned.
• Public Relations Responsibilities
• Serve as a primary point of contact for public and media inquiries.
• Draft and distribute press releases, announcements, and public communications.
• Build and maintain positive relationships with media outlets, community organizations, and business partners.
• Coordinate company participation in community events, sponsorships, and public appearances.
• Assist with crisis communications and reputation management when needed.
• Monitor media coverage and identify opportunities to enhance the company's public image.

• Marketing Responsibilities
• Develop and maintain the company's social media presence across multiple platforms.
• Create engaging content including photos, videos, newsletters, advertisements, and promotional materials.
• Coordinate marketing campaigns to support recruiting, customer outreach, and community engagement.
• Maintain and update the company website and other digital communication platforms.
• Ensure consistent branding across all internal and external communications.
• Track marketing metrics and provide recommendations to improve engagement and visibility.
• Coordinate photography and promotional materials for company events and projects.
• Assist with employee communications, newsletters, and company announcements.

Qualifications

• Associate's or Bachelor's degree in Business Administration, Communications, Marketing, Public Relations, or a related field preferred.
• Minimum of 3 years of executive administrative support, marketing, public relations, or related experience.
• Excellent written and verbal communication skills.
• Strong organizational, time management, and multitasking abilities.
• Ability to maintain strict confidentiality and exercise sound judgment.
• Professional demeanor with exceptional interpersonal skills.
• Self-motivated with the ability to work independently and manage competing priorities.

Required Skills

• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience with social media platforms including Facebook, LinkedIn, Instagram, and other relevant channels.
• Familiarity with graphic design software such as Canva or Adobe Creative Suite is preferred.
• Strong proofreading, editing, and content creation abilities.
• Excellent project management and organizational skills.
• Photography and basic video editing experience preferred.
• Physical Requirements
• Ability to sit for extended periods while working on a computer.
• Occasionally lift and carry up to 25 pounds.
• Ability to attend meetings, community events, and company functions as needed.

Working Conditions

• Office environment with occasional travel to company locations, community events, and public functions.
• Occasional evening or weekend work may be required for special events, marketing campaigns, or executive support.

Key Competencies

• Professionalism and discretion
• Excellent communication skills
• Initiative and problem-solving
• Attention to detail
• Adaptability and flexibility
• Relationship building
• Creativity and innovation
• Time management and organization
• Customer service orientation
• Strategic thinking

This position plays a vital role in supporting executive leadership while shaping the organization's public image and strengthening relationships with employees, customers, the community, and the media. The successful candidate will be equally comfortable managing confidential executive responsibilities and serving as a visible ambassador for the company through marketing and public relations initiatives