Executive Assistant to President & CEO

Job Description

Job Description

Description:

We are seeking a highly organized, proactive, technology-savvy Executive Assistant to serve as a trusted right hand to the President & CEO. This is a high-visibility position for an experienced professional who can anticipate needs, exercise sound judgment, take ownership of responsibilities, and help the CEO operate as effectively and efficiently as possible.

The Executive Assistant will provide comprehensive business and personal administrative support while also overseeing key office management responsibilities. The successful candidate will be comfortable managing multiple priorities, interacting with senior executives and external business partners, handling confidential information, and taking assignments from initial request through completion with minimal oversight.

This position requires more than strong administrative skills. We are looking for someone who is resourceful, responsive, highly dependable, technologically capable, and naturally proactive- someone who sees what needs to be done and takes the initiative to make it happen.

Key Responsibilities

Executive & Business Support

• Manage and prioritize the President & CEO's calendar, meetings, appointments, commitments, and scheduling requests.
• Coordinate domestic and international travel, itineraries, reservations, and schedule changes.
• Prepare materials for leadership, customer, and other important meetings.
• Track action items, deadlines, commitments, and follow-up items.
• Prepare and edit correspondence, reports, spreadsheets, presentations, and meeting materials.
• Monitor emails and communications as assigned and help identify priority items.
• Process expense reports, receipts, reimbursements, and related documentation.
• Maintain organized files, serve as a professional point of contact, and handle confidential information with discretion.

Technology & Productivity

• Use Microsoft Office, AI, and other technology tools to support organization, communication, research, and administrative efficiency.
• Quickly learn new systems and help identify practical opportunities to streamline administrative processes.
• Help maintain organized digital records, contact information, documents, and executive files.
• Personal Administrative Support
• Provide support with personal scheduling, travel arrangements, reservations, and other administrative needs.
• Coordinate business and personal commitments as needed to support an organized overall schedule.
• Assist with occasional personal projects, purchases, events, gifts, vendor coordination, and related administrative matters.

Office Management

• Coordinate office supplies, visitors, conference rooms, meals, maintenance requests, and other office logistics.
• Assist with company meetings, employee events, executive visitors, vendor coordination, and special projects as needed.
• Help identify and resolve routine office issues in coordination with building management and outside vendors.

Qualifications

• 5+ years of Executive Assistant, senior administrative, or comparable support experience; experience supporting senior leadership is preferred.
• Demonstrated ability to work independently, anticipate needs, prioritize effectively, and follow assignments through to completion.
• Strong technology skills, including proficiency with Microsoft Outlook, Word, Excel, PowerPoint, and Teams.
• Comfortable using AI-based productivity tools and learning new technologies.
• Excellent written and verbal communication skills.
• Strong organizational skills with exceptional attention to detail.
• Professional demeanor and the confidence to interact effectively with senior executives, customers, business partners, and employees at all levels.
• Strong judgment, discretion, and ability to handle confidential and sensitive information.
• Resourceful problem solver who can determine how to get things done without requiring detailed direction.
• Ability to manage changing priorities and remain composed and effective in a fast-paced environment.
• High degree of reliability, responsiveness, accountability, and follow-through.
• Comfortable providing both business and appropriate personal administrative support.
• Ability to work full-time in our Woodbury, NY office.

The Successful Candidate

The right person for this position will take genuine ownership of supporting the President & CEO. They will anticipate needs rather than simply react to requests, recognize what is important, keep priorities moving forward, and consistently close the loop on assignments.

This individual will be comfortable being the person the CEO relies upon to keep both business and administrative matters organized, identify issues before they become problems, and ensure that important details do not fall through the cracks.

The ideal candidate is professional, personable, discreet, highly organized, technologically capable, and willing to step outside a narrowly defined job description when necessary to get things done.

Benefits We Offer

• Medical, Dental, Vision, FSA
• 401K with matching
• Life Insurance, STD
• Paid Time Off
• Employee Assistance & Discount Programs
• Rewards Program

Compensation Information

The anticipated compensation range for this position is $75,000 - $85,000 annually. This range represents the Company's good faith estimate of the compensation for this role at the time of posting. Individual compensation may vary based on several factors, including but not limited to the candidate's experience, skills, qualifications, education, geographic location, and internal equity considerations. In addition to base compensation, Winholt offers a comprehensive benefits package and may provide bonus or incentive opportunities where applicable.

Winholt is an equal opportunity employer.