Executive Assistant & Administrative Professional

Executive Assistant & Administrative Professional Reports To CEO Employment Type Full-Time | Monday-Friday | 8:30 AM - 5:00 PM About Monarch Sign Factory Monarch Sign Factory is one of the region's premier sign and visual communications companies, known for exceptional customer service, uncompromising quality, and a commitment to excellence. We operate in a fast-paced environment where every project matters, every detail counts, and teamwork is essential. We're looking for someone who thrives in organized chaos, enjoys solving problems, anticipates needs before they're expressed, and takes genuine pride in making an organization run exceptionally well. This is not a traditional administrative position. This is a leadership role for someone who enjoys building systems, supporting people, managing priorities, and helping executives stay focused on growing the business. Experience in the sign, printing, graphics, or visual communications industry is highly desirable. Position Summary The Executive Assistant & Administrative Professional serves as the organizational backbone of Monarch Sign Factory. Working directly with the CEO, this individual oversees administrative excellence throughout the company while providing high-level executive support. They ensure that processes are followed, communication flows efficiently, projects stay on track, and our administrative team consistently delivers an exceptional client experience. The ideal candidate is polished, highly organized, self-directed, and thrives in a demanding environment with multiple competing priorities. They possess excellent judgment, exceptional attention to detail, strong interpersonal skills, and the confidence to manage projects, priorities, and occasionally people. Primary Responsibilities Executive Support Serve as the CEO's trusted administrative partner. Manage calendars, priorities, meetings, and follow-up items. Prepare reports, presentations, correspondence, and internal communications. Coordinate meetings and special projects. Anticipate executive needs before they arise. Protect the CEO's time through effective organization and prioritization. Administrative Leadership Oversee daily administrative operations. Ensure consistency across administrative processes. Monitor workflow and identify opportunities for improvement. Maintain exceptional organizational standards throughout the office. Help develop systems that improve efficiency, accountability, and communication. Sales & Client Support Support the sales team through process management and communication. Ensure timely and accurate order entry and documentation. Monitor administrative workflow from order intake through invoicing. Help maintain our reputation for outstanding customer service. Assist in resolving administrative issues before they become client issues. Systems & Process Management Serve as administrator and champion for company operating systems including: Printer's Plan / PlanProphet (Sales Force) LoyaltyLoop Sales communications and automations Calendar management Standard Operating Procedures (SOPs) Internal administrative workflows Systems administrator for various office systems Responsibilities include: Order entry Internal communications User administration Training Process documentation Continuous improvement Quality control Ensuring company-wide adoption of best practices Team Support Assist with onboarding and administrative training. Guide administrative staff in maintaining company standards. Support Customer Service Representatives and office personnel. Foster a positive, professional office culture. Coordinate employee recognition activities, birthdays, company celebrations, and special events. What Success Looks Like A successful candidate will consistently: Keep the CEO organized and focused. Ensure administrative operations run smoothly with minimal oversight. Communicate proactively and professionally. Notice details others miss. Anticipate problems before they occur. Follow through on commitments. Build trust across every department. Maintain confidentiality and professionalism at all times. Improve systems rather than simply maintain them. Qualifications Required 5+ years of progressively responsible executive administrative experience. Experience supporting senior executives or business owners. Exceptional organizational and time-management skills. Outstanding written and verbal communication. Strong Microsoft Office and Google Workspace proficiency. Comfortable learning and administering business software platforms. Excellent judgment and problem-solving ability. Highly organized with extraordinary attention to detail. Ability to prioritize multiple deadlines in a fast-paced environment. Professional appearance and demeanor. Self-directed with minimal supervision. Positive, approachable personality with strong emotional intelligence. Preferred Experience in the sign industry, commercial printing, graphics, manufacturing, or related industries. Experience with Printer's Plan or similar production management software. CRM administration experience. Process improvement or operations management experience. Supervisory or team leadership experience. The Ideal Candidate You are the person everyone depends on because you simply make things happen. You naturally create order where others see chaos. You remember the small details that make a big difference. You enjoy creating systems that improve efficiency. You communicate professionally with executives, clients, vendors, and coworkers alike. You can shift priorities quickly without losing focus. You are equally comfortable working independently or coordinating a team. You don't wait to be told what needs to be done-you identify needs, take initiative, and follow through. Most importantly, you care deeply about doing things the right way. Why Join Monarch Sign Factory? You'll become a trusted partner to the CEO and an essential part of the leadership team. Your work will have a direct impact on the success of the company every single day. If you enjoy solving problems, supporting people, improving systems, and helping an organization perform at its highest level, we'd love to meet you. This is an opportunity to build a long-term career with a growing, respected company that values excellence, professionalism, accountability, and teamwork.