Executive Administrative Assistant

Job Description

Job Description

JOB SUMMARY

The Executive Assistant to the CEO provides high-level administrative support to ensure the efficient operation of the executive’s office. This role involves managing complex schedules, travel arrangements, communications, and research while maintaining confidentiality and exercising sound judgment. The Executive Assistant is a proactive problem-solver who fosters effective relationships across the organization and plays a key role in supporting the executives’ strategic goals.

ESSENTIAL JOB FUNCTIONS

1. Provides high-level administrative support to the CEO, ensuring efficient use of their time and productive engagement with internal and external stakeholders.
2. Anticipates needs and proactively manages a broad range of administrative and support tasks, including independently initiating and implementing processes to support projects, communications, and operational priorities.
3. Oversees complex calendar management, coordinates and prepares for meetings, manages logistics, and ensures timely follow-up on action items.
4. Traveling, including detailed itineraries, accommodations, and expense reconciliation.
5. Conducts research and compiles information for executive briefings, reports, and presentations.
6. Builds and maintains positive, effective relationships across all levels of the organization and with external partners. Exercises discretion and sound judgment in handling confidential and sensitive information.
7. Manage corporate event logistics, including registration, agendas, attendee communications, budgets, and vendor oversight.
8. This job description is not designed to cover or contain a comprehensive listing of the required activities, duties, or responsibilities of the team member. Duties, obligations, and activities may change, or new ones may be assigned at any time with or without notice.

Reasonable accommodation may be made to enable individuals with disabilities to perform these essential functions.

LEADERSHIP COMPETENCY MODEL

This role requires the demonstration of the following competencies:

Instills Trust | Communicates Effectively | Demonstrates Customer Focus | Takes Initiative | Makes Quality Decisions | Drives Growth | Ensures Accountability | Drives Results

KNOWLEDGE, SKILLS, AND ABILITIES

1. Knowledge of best practices in office management, including scheduling, meeting coordination, and preparing high-level documents and presentations.
2. Skilled in professionalism and sound judgment in managing confidential matters and maintaining the privacy of executive and organizational information.
3. The ability to foster trust and collaboration, engage with a diverse range of individuals, and represent the executives effectively in both internal and external interactions.
4. Skill in delivering responsive, high-quality customer service.
5. Ability to identify and resolve problems.
6. Advanced proficiency (knowledge) with Microsoft Office 365.

SUPERVISORY RESPONSIBILITIES

• This position has no supervisory responsibilities.

WORK ENVIRONMENT AND PHYSICAL DEMANDS

• In office environment
• Prolonged periods sitting at a desk and working on a computer
• Must be able to lift up to 15 pounds at times.

PLANNED BUSINESS TRAVEL

• This job requires no planned business travel.

EDUCATION AND EXPERIENCE

• High School diploma or equivalent is required. Associate or bachelor’s degree, preferred.
• Minimum 2 years of executive administrative support experience, or 3–5 years of paralegal or administrative equivalent experience
• Previous experience with managing high-volume scheduling, travel arrangements, and preparation of presentations and reports.

EEO STATEMENT

DuraServ is an equal-opportunity employer. We prohibit discrimination and afford equal employment opportunities to team members and applicants without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.

Our EEO policy applies to all aspects of the relationship between DuraServ and its team members, including recruitment, employment, promotion, transfer, training, working conditions, compensation, benefits, and application of policies.