Executive Assistant

Job Description

Job Description

The Executive Assistant is the Executive Team's right-hand and the organizing hub for the leadership team. This
role is more than calendar and inbox management, it includes first-pass contract review, drafting
correspondence, and running the leadership team's weekly and quarterly meeting rhythm under the
Entrepreneurial Operating System (EOS).

The role keeps the Executive Office's time focused on decisions only senior leadership can make. It routes
everything else to the right leader and follows up until it's resolved. About half or more of the role supports the
Executive Team directly. The remainder supports the VP of Operations and Director of Business Development,
with primary leadership priorities coming first.

Essential duties and responsibilities
Time allocations are approximate and reflect the fully established role. Responsibilities expand over the first
year as trust and familiarity with the business grow.

Inbox management and routing
• Review incoming leadership email and identify what requires executive attention
• Route operational, accounting, HR, and sales matters to the appropriate leader
• Track routed items through to resolution and report status to the Executive Team
Correspondence
• Draft replies on the Executive Office's behalf for review; send routine correspondence directly once authorized
• Write in a professional, courteous, customer-service tone that stays firm in negotiations and difficult
conversations
• Communicate with vendors, clients, and internal staff as directed
Contract and document review
• Perform first-pass review of client management agreements, vendor contracts, insurance documents, and
leases
• Prepare a one-page summary of key terms, dates, obligations, and potential risks for the Executive Team
• Track contract deadlines and renewal dates; ensure no time-sensitive document is delayed
• Refer legal questions to company counsel. This role does not provide legal advice, redline, or negotiate.
Leadership team operating rhythm - EOS
• Prepare agendas and materials for the weekly leadership meeting (Level 10)
• Collect weekly scorecard metrics from each leader before the meeting
• Record and distribute to-dos, maintain the issues list, and track quarterly priorities (Rocks)
• Schedule and coordinate quarterly and annual planning sessions for the Executive Team
• Maintain core EOS documents, including the Accountability Chart and Vision/Traction Organizer
Daily brief, approvals, and follow-up
• Prepare a daily brief for the Executive Office before 7:00 a.m. covering decisions needed, pending approvals,
the day's schedule, and open items
• Organize spending and sign-off requests with supporting information and a recommendation
• Follow up with leaders on executive requests and confirm completion
Personal and affiliated business support
• Manage the executive calendar and strategic meetings
• Arrange business and personal travel logistics
• Schedule personal appointments for leadership.
• Coordinate matters related to affiliated real estate holdings, including leasing and property management
issues
• Support scheduling and document tracking for the principal's personal advisors
Special projects (as needed)
• Complete special projects for the Executive Team, VP of Operations, or Director of Business Development
• Other duties as assigned.

Qualifications
Required
• 5+ years of experience supporting a founder, owner, or senior executive team
• Experience reviewing or administering contracts, leases, or vendor agreements
• Excellent written communication, including drafting correspondence for an executive presence
• Demonstrated discretion with confidential financial, legal, and personal information
• Advanced proficiency in Microsoft 365 (Outlook, Teams, Word, Excel, SharePoint)
• High school diploma or equivalent
Preferred
• Bachelor's degree, or paralegal or contracts administration training
• Experience in a company that runs on EOS (Level 10 meetings, scorecards, Rocks)
• Background in commercial real estate, property management, parking, or facilities
• Experience coordinating rental properties
• Experience at a founder-led or family-owned company
• Familiarity with AI productivity tools such as Microsoft Copilot
Core competencies
• Discretion: handles sensitive business, financial, and personal matters with complete confidentiality
• Judgment: knows what needs executive attention and what can be routed elsewhere
• Follow-through: tracks every open item to completion without reminders
• Composure: stays professional and steady under pressure and with direct, demanding personalities
• Respectful candor: raises concerns and pushes back appropriately, including with senior leaders
• Initiative: anticipates needs and acts before being asked
• Attention to detail: catches errors, deadlines, and risks in documents and schedules

Performance expectations
The position is reviewed at 90 days, 6 months, and 1 year against these expectations.
By 90 days
• Daily brief ready before 7:00 a.m. each workday
• Every weekly leadership meeting has a prepared agenda, a completed scorecard, and recorded to-dos
• Every contract received by the Executive Office is summarized within 2 business days
• Vendor correspondence is handled or drafted
• Executive requests to leaders are tracked to completion
By 6 months
• Internal email to the Executive Office is triaged and routed
• Approval requests are prepared and returned within 1 business day
• At least one quarterly planning session has been run, with quarterly priorities tracked
By 1 year
• The Executive Office delegates to this role by default, including routine client correspondence
• No time-sensitive document or deadline is missed while waiting for leadership review
• Leadership issues flow through the meeting rhythm and the right owners

Working conditions and physical requirements
• Office environment in Charlotte, NC; in-person attendance is required
• Occasional availability by phone or Teams outside core hours for time-sensitive matters
• Occasional local travel to company sites, client meetings, or events; rare overnight travel
• Prolonged periods of computer work and sitting
• Ability to lift up to 25 pounds occasionally (event supplies, files)
• Valid driver's license and reliable transportation for occasional errands and site visits

Compensation and benefits
• Benefits: standard Preferred Parking Service benefits package
• Tools: company laptop and Microsoft 365 with Copilot
• Confidentiality: a signed confidentiality agreement is a condition of employment
• Growth: potential progression to Senior Executive Assistant and, as the company grows, to a broader
leadership operations role

Work Environment and Why Join Us:

• Salary starting $85 to $95K
• On-site- 1st shift
• Eligible for benefits, PTO after 90 days and 401K after 6 months
• Fast-paced, team-oriented environment
• Growing company with advancement opportunities
• Opportunity to build long-term client relationships
• Supportive team and operational backing
• Excellent earning potential for motivated individuals