Executive Administrative Assistant

Job Description

Job Description

Executive Administrative Assistant & Personal Assistant to the Owner / CEO

Savage, MN

Road Machinery & Supplies Co. (RMS) is seeking a highly organized, proactive, and trustworthy Executive Administrative Assistant to provide direct support to our Owner / CEO while also supporting the President and senior leadership team. This is a unique opportunity for someone who enjoys being a trusted business partner, thrives in a fast-paced environment, and takes pride in anticipating needs, solving problems, and keeping executives organized and focused.

In this highly visible role, you will manage executive calendars, coordinate travel and meetings, handle confidential communications, assist with special projects, and provide both executive and occasional personal assistance to the Owner CEO. You'll also help support company events, office operations, and various corporate initiatives that contribute to the success of our leadership team and organization.

Why Join RMS?

At Road Machinery & Supplies, we believe our people are our greatest asset.

• Family-Owned Culture – For nearly 100 years, we've built our reputation on integrity, relationships, and treating people the right way.
• Meaningful Work – Become a trusted partner to the Owner & CEO and play an important role in supporting company leadership.
• Growth Opportunities – We encourage continuous learning, professional development, and internal career growth.
• Competitive Compensation – Salary commensurate with experience and qualifications.
• Outstanding Benefits – Medical, dental, vision, life insurance, 401(k), paid time off, and more.
• Stability – RMS has proudly served customers for nearly a century and continues to grow.

Responsibilities

Executive & Personal Support

• Serve as the primary administrative and personal assistant to the Owner & CEO, helping maximize efficiency and productivity.
• Proactively manage complex calendars, appointments, meetings, travel arrangements, and itineraries.
• Coordinate business and occasional personal scheduling, reservations, and logistics while exercising sound judgment and discretion.
• Anticipate executive needs, prioritize competing demands, and resolve scheduling conflicts.
• Prepare meeting materials, agendas, presentations, reports, and correspondence.
• Handle highly confidential information with the utmost professionalism and discretion.
• Screen communications, prioritize requests, and ensure timely follow-up on action items.

Executive Administration

• Support the President and senior leadership team with administrative projects and business initiatives.
• Draft, edit, and proofread presentations, letters, reports, spreadsheets, and other executive communications.
• Coordinate board meetings, leadership meetings, and special projects as assigned.
• Serve as a professional point of contact for customers, vendors, business partners, and visitors.

Office & Corporate Support

• Lead planning and coordination of company meetings, employee events, customer outings, and other corporate functions.
• Assist with office operations, including vendor relationships, office supplies, and facility-related coordination.
• Provide administrative support to the Safety Manager by maintaining compliance documentation and tracking required records.
• Support additional corporate functions and strategic initiatives as needed.
• Perform other duties as assigned.

Qualifications

• Associate degree required; bachelor's degree preferred.
• Minimum of 5 years of executive administrative support experience, preferably supporting a senior executive, business owner, or CEO.
• Experience serving as a trusted executive or personal assistant is highly preferred.
• Exceptional organizational and time management skills with outstanding attention to detail.
• Demonstrated ability to manage multiple priorities while maintaining accuracy and professionalism.
• Excellent written and verbal communication skills.
• Advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Strong problem-solving skills with the ability to anticipate needs before they arise.
• Self-motivated, resourceful, and capable of working independently with minimal supervision.
• Professional presence with the ability to interact confidently with executives, customers, vendors, and employees at all levels.
• High degree of integrity and unwavering commitment to maintaining confidentiality.

What Makes Someone Successful in This Role?

• The ideal candidate is someone who enjoys being one step ahead. You're proactive rather than reactive, thrive on organization, anticipate needs before being asked, and take pride in making the lives of others easier. You can seamlessly shift between executive support, business priorities, and occasional personal assistance while maintaining absolute confidentiality and professionalism.

Equal Opportunity Employer