Executive Assistant

Overview High‑level executive support to the CEO of a small, family‑owned manufacturing and distribution company specializing in high‑temperature adhesives. The Executive Assistant manages daily operations, schedules, communications, and delivers data‑driven insights via advanced Excel analysis to support strategic decision‑making. Responsibilities Manage the CEO’s calendar, including scheduling and coordinating meetings, appointments, and itineraries. Organize and prepare for meetings by drafting agendas, gathering and organizing documents, and preparing reports and presentations. Screen, prioritize, and respond to emails and phone calls, ensuring timely and appropriate follow‑up. Track action items from meetings and communications, and follow up proactively to ensure completion. Serve as a liaison between the CEO and internal teams, including administration, accounting, customer service, finance, and sales. Coordinate with select external vendors and clients on behalf of the CEO to support ongoing business relationships. Perform Excel‑based data analysis, including pivot tables, VLOOKUPs, and data manipulation to support executive decision‑making. Link and manage data across multiple Excel worksheets to create accurate and comprehensive reports. Prepare clear, concise reports and presentations that interpret data and present actionable insights to leadership. Provide general administrative and executive support, including document preparation, filing, and record maintenance. Assist with event coordination and logistics for internal and external meetings as needed. Maintain a high level of confidentiality and professionalism in all interactions and documentation. Qualifications 5+ years of experience providing executive administrative support, preferably to C‑suite leaders. Proven experience with C‑suite calendar management and complex scheduling. Strong proficiency with Microsoft Office, including Outlook, Word, PowerPoint, and especially Excel. Advanced Microsoft Excel skills, including pivot tables, VLOOKUPs, data manipulation, and linking data across worksheets. Strong organizational skills with the ability to manage multiple priorities and deadlines. Excellent written and verbal communication skills. Strong follow‑up skills and the ability to track and complete action items independently. Detail‑oriented and analytical mindset with the ability to interpret data confidently. Ability to present clear, concise insights and recommendations to leadership. Ability to operate independently with minimal supervision while maintaining a high level of accountability. Bachelor’s degree. Experience supporting executives in a small company or entrepreneurial environment. Background in event coordination or meeting logistics. Comfort working with cross‑functional teams such as accounting, customer service, finance, and sales. High level of professionalism, discretion, and integrity when handling sensitive information. Proactive, resourceful, and solutions‑oriented approach to problem‑solving. Work Environment On‑site role in a warehouse/industrial space in Brooklyn, near Sunset Park, on the second floor alongside the administration team (accounts payable, accounting, customer service, finance, and sales). Standard schedule is Monday through Friday, 9:00 a.m. to 5:00 p.m. Collaborative and fast‑paced environment with close interaction with the CEO and key administrative functions. Benefits Medical, dental & vision Critical illness, accident, and hospital coverage 401(k) retirement plan – pre‑tax and Roth post‑tax contributions available Life insurance (voluntary life & AD&D for employee and dependents) Short and long‑term disability Health Spending Account (HSA) Transportation benefitsEmployee Assistance Program Paid time off, vacation, and sick leave Location & Employment Type Contract to Hire position based in Brooklyn, NY. EEO & Legal Statements The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law. It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment. An employer who violates this law shall be subject to criminal penalties and civil liability. For all positions located in the city and county of San Francisco, the company will consider qualified applicants with arrest and conviction records pursuant to the San Francisco Fair Chance Ordinance. We may use artificial intelligence to support parts of our hiring process, including sourcing, screening, and evaluating candidates. #J-18808-Ljbffr Aston Carter