EXECUTIVE ASSISTANT

JOB EMPHASIS AND PURPOSE The Executive Assistant provides high-level, comprehensive support to the CEO by ensuring seamless coordination of daily operations, strategic management of priorities, and exceptional communication on the CEO’s behalf. This role serves as a trusted partner—managing complex scheduling, facilitating critical information flow, preparing executive-level communications, and coordinating cross‑functional initiatives. The Executive Assistant also oversees a wide range of logistical, administrative, and specialized support tasks, demonstrating sound judgment, proactive problem‑solving, and the ability to anticipate needs before they arise. Success in this position requires proactive problem‑solving, the ability to anticipate needs, and a high degree of professionalism and confidentiality in all matters. General Duties and Responsibilities Executive Support & Calendar Management Strategically manage and optimize the CEO’s calendar to ensure alignment with top priorities. Serve as a gatekeeper to protect the CEO’s time and manage the flow of information. Triage email: draft responses, organize inbox labels/folders, and flag high‑priority items. Schedule and coordinate internal and external meetings, prepare agendas, and compile supporting documents. Arrange complex business and personal travel itineraries, including flights, hotels, transportation, and schedules. Prepare, submit, and reconcile expense reports; proactively resolve discrepancies. Maintain confidential files, documents, and systems with discretion and accuracy. Coordinate the CEO’s participation in internal and external events. Assist with pulling reports (ERP, HubSpot, Excel, dashboards). Track action items across the leadership team and follow up with stakeholders to ensure timely progress. Support project managers, operations, HR, scheduling, and quality teams by gathering information or coordinating tasks on behalf of the CEO. Prepare presentations, summaries, talking points, and other communications as needed. Communication & Relationship Management Draft, proofread, and refine internal and external written communication. Support interactions with vendors, customers, and external partners. Communicate professionally on behalf of the CEO when appropriate. Build and maintain strong, credible, and trusted relationships across the organization, demonstrating professionalism and discretion. Additional Coordination & Personal Support Support scheduling, reservations, and related logistics beyond core business needs. Coordinate third‑party service providers and support ongoing service or project needs by managing scheduling, communication, and associated administrative tasks. Assist with essential errands, appointments, and project‑based tasks as required. Coordinate select purchasing needs, including researching items, placing orders, and managing returns or exchanges. Demonstrate utmost discretion and confidentiality in all matters. Qualifications Education / Experience High school diploma or GED. Previous experience as an executive administrator or in a similar administrative role is preferred. License / Credentials / Certifications Valid driver’s license. Skills / Specialized Knowledge / Abilities Excellent organizational and time‑management skills. Highly self‑directed with the ability to anticipate needs and take initiative without prompting. Exceptional verbal and written communication abilities. Proficiency in using Microsoft Office Suite and other standard executive administrator tools. Strong attention to detail and accuracy. Ability to handle multiple tasks simultaneously and prioritize effectively. Proactive problem‑solving and decision‑making skills. Professional and approachable demeanor. Ability to maintain the highest levels of confidentiality regarding business, staff, and personal information. Working Conditions Working Hours / Environment 40 hours/week, onsite. May require additional hours periodically, including evenings and weekends, depending on business needs. Work is typically performed in an indoor office setting. Tools and Equipment Personal computer, copier, fax/scanner, phone, and other typical office equipment. Travel Minimal – up to 5% of time as needed. Physical and Mental Demands Frequently required to remain in a stationary position at a desk or workstation for extended periods. Ability to operate a computer and other office equipment with sufficient manual dexterity and hand‑eye coordination. May occasionally need to move about the office to access files, supplies, or equipment. May occasionally lift or move materials such as files or office supplies (typically up to 20 pounds). Ability to communicate and exchange information effectively with employees, clients, and others, whether in person, by phone, or through other appropriate means. Sufficient mobility to navigate the office environment as needed to perform essential job functions. FLSA STATUS: EXEMPT INCUMBENT: SUPERVISOR: CEO SUPERVISES: N/A #J-18808-Ljbffr