Senior Executive Assistant

Job Description

Job Description

Position Overview

We are seeking a highly experienced, polished, and proactive Senior Executive Assistant to the CEO who takes pride in providing exceptional executive-level support. This individual will serve as a trusted partner to the CEO, helping manage the demands of a fast-paced executive environment while ensuring priorities, communications, and day-to-day responsibilities are handled efficiently and professionally.

This is an important supporting role for someone who understands what it takes to support senior leadership, has exceptional organizational and communication skills, and can anticipate needs before they arise. The ideal candidate is confident working independently, exercises sound judgment, demonstrates a high level of discretion, and is comfortable managing multiple priorities and projects while maintaining a calm, solutions-oriented approach.

We are looking for a seasoned professional who genuinely enjoys supporting executive leadership, takes ownership of responsibilities, and understands that success in this role comes from making the CEO's day more productive, organized, and effective.

Key Responsibilities & Duties

• Communication & Correspondence
• Communicate professionally and confidently with senior leadership, employees, clients, vendors, and external business contacts.
• Exercise sound judgment in determining which matters require immediate attention and which can be handled independently.

Executive & Leadership Support

• Act as a liaison between the CEO, leadership team, employees, clients, and external business relationships.
• Prepare reports, presentations, meeting materials, and executive-level documentation.
• Attend meetings when required, capture minutes, document action items, and track follow-up responsibilities.
• Provide administrative and organizational support for special projects and strategic initiatives.
• Assist with coordinating priorities and projects involving other members of the leadership team.

  Special Projects & Operational Support

• Take ownership of special assignments and projects as delegated by the CEO, ensuring timely execution and follow-through.
• Identify opportunities to improve administrative processes, communication, scheduling, and overall executive efficiency.
• Handle additional office management and administrative responsibilities as needed.
• Provide backup reception and general administrative support when necessary.

  Confidentiality & Professionalism

• Maintain the highest level of confidentiality and discretion when handling sensitive company, financial, personnel, and executive matters.
• Demonstrate professionalism, sound judgment, and composure in all interactions.
• Represent the CEO and company with confidence, credibility, and a high level of professionalism.

Executive & Calendar Management

• Manage the CEO's complex calendar, coordinating internal and external meetings, appointments, conference calls, and commitments.
• Proactively prioritize scheduling requests, identify conflicts, and make recommendations to ensure the CEO's time is utilized effectively.
• Prepare the CEO for upcoming meetings by organizing relevant materials, agendas, and background information.
• Monitor deadlines, commitments, and follow-up items to ensure nothing falls through the cracks.

Travel & Event Coordination

• Coordinate travel arrangements, including flights, accommodations, ground transportation, and detailed itineraries.
• Anticipate travel-related needs and proactively address changes or unexpected issues.
• Assist with planning and coordinating executive meetings, board meetings, company events, leadership offsites, and other business functions.

Required Skills & Qualifications

• Experience: Significant demonstrated experience as an Executive Assistant supporting a CEO, President, or other senior-level executive. A minimum of 7 years of executive-level support experience is preferred, ideally in a fast-paced corporate environment.
• Executive-Level Support: A strong understanding of the demands and expectations associated with supporting senior leadership.
• Technology Proficiency: Advanced working knowledge of Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, and calendar management tools. Microsoft Project experience is a plus.
• Communication: Exceptional written and verbal communication skills, with the ability to draft polished correspondence and interact confidently with individuals at all levels.
• Organization & Time Management: Outstanding organizational skills, attention to detail, and the ability to manage multiple competing priorities without losing sight of important deadlines.
• Judgment & Discretion: Demonstrated ability to handle confidential information, exercise sound judgment, and make appropriate decisions independently.
• Problem-Solving: Resourceful and solutions-oriented, with the ability to anticipate challenges, address issues proactively, and keep matters moving forward.
• Follow-Through: Strong sense of ownership and accountability, with a commitment to seeing assignments through to completion.

Personal Attributes & Professional Expectations

The ideal candidate will demonstrate:

• A high degree of emotional intelligence, maturity, and professionalism.
• The ability to anticipate executive needs and stay several steps ahead.
• A proactive mindset rather than a task-driven approach.
• Confidence and comfort interacting with executives, employees, clients, and business partners.
• The ability to work independently, prioritize effectively, and operate with minimal supervision.
• A calm, composed, and flexible approach when priorities change or unexpected situations arise.
• A genuine appreciation for a supporting role and the ability to take pride in enabling executive leadership to be successful.
• A strong work ethic, reliability, and an unwavering commitment to confidentiality.

Work Environment

• This is an in-office position supporting the CEO in a professional, fast-paced business environment. The company operates during normal business hours. Flexibility, responsiveness, and the ability to adapt to the changing needs of executive leadership are essential.

For more than 80 years, Pioneer Industries, LLC, a subsidiary of HEICO Corporation has thrived by serving niche segments of the aviation, defense, space, and electronic industries by providing innovative and cost-saving products and services. HEICO's high energy culture focuses our Team Members' on providing high quality products and services to our customer base. Our leadership approach creates a dynamic environment that continually challenges our Team Members to perform at their best.

Company Description

For more than 80 years, Pioneer Industries, LLC, a subsidiary of HEICO Corporation has thrived by serving niche segments of the aviation, defense, space, and electronic industries by providing innovative and cost-saving products and services. HEICO's high energy culture focuses our Team Members' on providing high quality products and services to our customer base. Our leadership approach creates a dynamic environment that continually challenges our Team Members to perform at their best.