Executive Assistant

Executive Assistant

Join CBX Solutions, the nation's leading provider of architectural doors, frames, hardware, specialty products, and complete security integration services.

At CBX Solutions, trust and communication are the foundation of how we work. We foster an inclusive, collaborative culture where your voice is heard, your ideas matter, and your career has room to grow. Whether you're a problem-solver, innovator, or passionate about service, you'll thrive here. Be part of a team that invests in your future, celebrates your success, and values your contribution.

The Executive Assistant serves as a trusted operational partner to the Chief Executive Officer and the CEO's direct reports. This role is the central coordination point for the Executive Office responsible for ensuring that executive priorities are organized, communicated, and executed with precision and discretion across the organization.

This is a role defined by structure, reliability, and professional judgment. You will manage complex scheduling, travel, communications, board administration, and strategic project coordination while functioning as an extension of the CEO's office. Your work protects executive time, maintains organizational efficiency, and creates the conditions for leadership to operate at its highest level.

Essential Functions

Executive Office Management

• Serve as the primary point of contact for the Executive Office, managing the flow of information, requests, and communications with professionalism and appropriate prioritization
• Anticipate executive needs, identify potential scheduling conflicts or logistical issues, and resolve them before they surface
• Maintain organized systems for executive correspondence, files, action items, and follow-through across all active priorities
• Protect CEO time by managing access, triaging requests, and ensuring meetings, commitments, and projects align with executive priorities

Calendar & Scheduling

• Manage complex, multi-layered calendars for the CEO and direct reports, including scheduling coordination across time zones, locations, and organizational levels
• Coordinate internal and external meetings, ensuring appropriate preparation materials, agendas, and logistics are in place in advance
• Proactively identify and resolve scheduling conflicts; communicate schedule changes clearly and promptly to all affected parties
• Maintain awareness of shifting priorities and adjust calendar management accordingly with minimal direction

Travel Management

• Arrange comprehensive travel itineraries for the CEO and executive team, including flights, accommodations, ground transportation, and on-site logistics
• Anticipate travel complications and build appropriate contingency into arrangements; communicate itinerary details with sufficient lead time for preparation
• Manage travel expense reporting and reconciliation accurately and on schedule

Executive Communications

• Draft, edit, and prepare executive correspondence, presentations, briefings, and internal communications on behalf of the CEO with high accuracy and appropriate tone
• Screen and prioritize incoming communications; route items appropriately and ensure the CEO is informed of time-sensitive matters without unnecessary interruption
• Maintain consistent, professional communication with board members, investors, customers, employees, and external stakeholders on behalf of the Executive Office

Board & Meeting Administration

• Coordinate board meeting logistics including scheduling, materials preparation, distribution, venue arrangements, and post-meeting documentation
• Prepare and distribute meeting agendas, briefing materials, and pre-read documents in advance of executive and board meetings; capture and distribute accurate meeting notes and action items
• Track action items from leadership and board meetings; follow up with owners to ensure commitments are met on schedule

Project Coordination & Strategic Support

• Support the coordination of strategic initiatives, business transformation projects, M&A integration activities, and other CEO-sponsored priorities by tracking workstreams, managing timelines, and facilitating cross-functional communication
• Prepare executive presentations, data summaries, and briefing documents that organize complex information into clear, decision-ready formats
• Coordinate special events, leadership meetings, off-sites, and company-wide communications as directed

Confidential Matters & Professional Judgment

• Handle sensitive and confidential information, including personnel matters, financial data, board communications, and M&A activity, with absolute discretion at all times
• Exercise sound, independent judgment when managing situations that require navigating competing priorities, sensitive relationships, or time-critical decisions without direct guidance
• Maintain strict confidentiality and professional integrity in all interactions, regardless of audience or context

Minimum Qualifications

• 7+ years of experience supporting senior executives, preferably at the C-suite level
• Experience supporting a CEO, President, or Executive Leadership Team required
• Experience coordinating board meetings and executive-level communications preferred
• Experience supporting executives within a private equity-backed, growth-oriented organization strongly preferred
• Experience supporting business transformation initiatives, mergers and acquisitions, organizational integration efforts, or periods of significant growth strongly preferred

Knowledge, Skills, and Abilities

• Exceptional organizational and time-management skills.
• Strong written, verbal, and interpersonal communication skills
• Advanced proficiency with Microsoft Office Suite, including Outlook, PowerPoint, Excel, Word, Teams, and SharePoint
• Demonstrated proficiency using AI-enabled productivity tools such as Microsoft Copilot, ChatGPT, or similar technologies
• Ability to quickly learn and adopt emerging technologies
• Strong project management and coordination capabilities
• Demonstrated ability to manage multiple priorities with minimal supervision
• Ability to maintain strict confidentiality and exercise sound professional judgment
• Strong attention to detail and commitment to accuracy
• Ability and willingness to work on-site in the Winston-Salem corporate office five (5) days per week.
• Flexibility to occasionally work outside normal business hours
• Experience supporting executives in a multi-location organization with complex operations, including private equity ownership, acquisitions, integration activities, organizational change, and rapid growth initiatives preferred

Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk, hear and see. The employee frequently is required to stand; walk; use hand to finger, handle or feel; and reach with hands and arms.

Work Environment This job operates primarily in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. May occasionally require business travel.

Qualification Requirements To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Equal Opportunity Employer

CBX Solutions is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by applicable federal, state, or local law.

We are a VEVRAA Federal Contractor and give priority referral to protected veterans. We are committed to taking affirmative action to employ and advance in employment qualified minorities, women, individuals with disabilities, and protected veterans.