Administrative Executive Assistant

Job Description

Job Description

Position Overview

The Executive Assistant is the right hand to the President of Ambrosia Events , playing a critical role in supporting the company’s rapid growth and daily operations. This person keeps things organized, ensures priorities are executed, and helps bring big ideas to life.

This role requires someone who is proactive, resourceful, highly organized, and thrives in a fast-moving, high-expectation environment . The ideal candidate doesn’t wait to be told what to do—they anticipate needs, take initiative, and get things done with accuracy and speed. No task is too big or too small, and confidentiality and professionalism are a must.

Key Responsibilities

Calendar & Administrative Support

• Manage and prioritize the President’s busy calendar, including meetings, travel, site visits, and personal appointments.
• Schedule, confirm, and prepare for meetings with clients, vendors, and team members.
• Keep the President informed with daily and weekly briefings to ensure smooth scheduling and efficient time management.
• Prepare meeting materials, talking points, presentations, and follow-ups in advance.

Communication & Correspondence

• Serve as the primary point of contact for the President’s incoming emails, calls, and messages—responding, filtering, or delegating as needed.
• Draft professional, clear, and timely correspondence on behalf of the President.
• Maintain confidentiality at all times and exercise strong judgment in handling sensitive information.
• Ensure communication loops are closed—nothing slips through the cracks.

Project & Task Coordination

• Track company priorities, deadlines, and deliverables to make sure nothing gets missed.
• Coordinate between departments (sales, design, warehouse, floral, production) to keep projects moving forward.
• Manage task lists, follow-ups, and progress trackers to support company objectives.
• Assist in preparing proposals, contracts, and reports with precision and attention to detail.

Strategic & Operational Support

• Support the President in executing business development initiatives, marketing campaigns, partnerships, and growth strategies.
• Prepare for high-level meetings by gathering relevant data, creating summaries, and organizing next steps.
• Accompany the President to key meetings, walkthroughs, or events when needed, taking notes and ensuring action items are completed.
• Suggest and implement systems that improve workflow and efficiency.

Event & Personal Support

• Assist in the planning and execution of high-profile events and appearances involving the President.
• Handle select personal tasks and errands to help the President stay focused on strategic priorities.
• Represent the President with professionalism, clarity, and confidence in all interactions.

Qualifications

• 3+ years as an Executive Assistant, Chief of Staff, or senior administrative role (events or creative industry a plus).
• Exceptionally organized with strong multitasking skills and impeccable attention to detail.
• Excellent written and verbal communication skills.
• Self-starter who thrives in a direct, fast-paced, “no excuses” environment .
• Strong problem-solving abilities—figures things out and follows through.
• Proficient in Google Workspace, Microsoft Office, CRM systems, and project management tools (e.g., Zoho, Asana, Goodshuffle Pro).
• Bilingual (English/Spanish) preferred but not required.
• Must be flexible and comfortable working evenings/weekends during peak event periods.

Success Indicators 

• Calendar and schedule efficiency
• Timely and accurate task completion
• Quality and professionalism of communications
• Proactive problem solving and reduced operational bottlenecks
• Overall effectiveness in supporting the President’s goals and priorities

Work Style Fit

The right candidate is someone who:

• Stays three steps ahead and makes things happen without needing to be micromanaged.
• Communicates clearly and directly—no fluff, no drama, no excuses.
• Is comfortable working closely with a driven, fast-moving leader .
• Handles pressure with grace and treats every situation with urgency and professionalism.
• Takes ownership of their role and brings solutions to the table.