Executive Assistant

Executive Assistant

Location: Charlotte, NC

Schedule: Full-Time, On-Site

Reports To: President

About the Opportunity

We are seeking an experienced and highly organized Executive Assistant to provide high-level support to the President and Executive Leadership Team of a well-established global organization.

This person will serve as a trusted partner to the President, helping manage daily priorities, coordinate meetings and travel, support executive projects, and ensure the smooth operation of the corporate office.

The ideal candidate is professional, discreet, highly organized, proactive, and comfortable working in a fast-paced environment. Strong judgment, attention to detail, confidentiality, and the ability to anticipate needs are essential.

This role also serves as the primary Office Manager for the Charlotte headquarters.

Key Responsibilities

• Manage the President’s calendar, meetings, travel, and business commitments.
• Coordinate domestic and international travel, including flights, hotels, transportation, itineraries, and expense reports.
• Prepare presentations, reports, meeting agendas, correspondence, and other executive materials.
• Screen and prioritize requests and determine appropriate follow-up.
• Serve as a key point of contact between the President and internal and external stakeholders.
• Track action items and follow up to ensure deadlines are met.
• Support executive meetings, leadership events, offsites, and company events.
• Handle confidential and sensitive information with professionalism and discretion.

Executive Leadership Support

• Provide administrative support to members of the Executive Leadership Team as needed.
• Coordinate executive meetings, conference calls, and cross-functional initiatives.
• Assist with presentations, reports, meeting materials, and special projects.
• Help maintain effective communication and coordination among executive leaders.

Office Management

• Serve as the primary Office Manager for the Charlotte headquarters.
• Coordinate daily office operations and maintain a professional, organized, and welcoming environment.
• Manage office vendors, supplies, equipment, and service providers.
• Coordinate office events, employee meetings, celebrations, and visitor logistics.
• Support workspace planning and office organization.
• Work closely with HR, IT, Operations, and Finance to ensure smooth office operations.

Project & Administrative Support

• Coordinate special projects and company initiatives on behalf of the President.
• Prepare reports, spreadsheets, presentations, and other business documents.
• Maintain organized electronic and physical filing systems.
• Identify and recommend process improvements to increase efficiency.
• Assist with budgeting, purchase requests, and invoice processing as needed.

Qualifications

• Associate degree or equivalent combination of education and experience; Bachelor’s degree preferred.
• 4+ years of experience supporting senior-level executives in a fast-paced business environment.
• Experience managing multiple priorities while maintaining strong attention to detail.
• Advanced Microsoft Office skills, including Outlook, Word, Excel, PowerPoint, and Teams.
• Strong written and verbal communication skills.
• Excellent organizational, planning, and time-management skills.
• Ability to handle confidential information with discretion.
• Ability to work independently while collaborating effectively with multiple departments.
• Professional, polished demeanor with strong interpersonal and customer service skills.

Preferred Experience

• Experience supporting a President, CEO, or Executive Leadership Team.
• Office management or facilities coordination experience.
• Experience coordinating executive travel and corporate meetings.
• Experience working in a small to mid-sized organization.
• Experience planning and coordinating large corporate events.

Key Qualities

The successful candidate will demonstrate:

• Professionalism and executive presence
• Absolute confidentiality and integrity
• Strong organization and attention to detail
• Sound judgment and decision-making
• Initiative and proactive problem-solving
• Excellent communication skills
• Strong time management and prioritization
• Adaptability and flexibility
• Cross-functional collaboration
• Strong technical skills
• Exceptional customer service

Compensation & Benefits

• Base Salary: $70,000–$80,000 , depending on experience
• Target annual bonus: 10% of base salary
• Additional company benefits provided

Working Conditions

• On-site position based at the corporate headquarters in Charlotte, NC.
• Occasional travel may be required for company events or trade shows.
• May occasionally lift up to 20 lbs. and assist with physical office setup for meetings and events.