Executive Assistant

Job Description

We are seeking a proactive, highly organized Executive Assistant with approximately 3+ years of professional experience supporting leadership teams in fast-paced environments. This role is responsible for managing schedules, communications, priorities, and day-to-day business operations to help leadership stay focused on strategic objectives. This is a full-time, on-site contractor position requiring a 40-hour work week.

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This is a hands-on, execution-focused position for someone who is detail-oriented, responsive, resourceful, and comfortable managing multiple priorities simultaneously. The ideal candidate takes ownership of responsibilities, maintains confidentiality, communicates professionally with internal and external stakeholders, and proactively ensures tasks, projects, and commitments stay on track.

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This role provides high-level administrative support to the leadership team, ensuring smooth day-to-day operations and enabling leadership to focus on strategic priorities, including business needs and inter-office operations. It is critical in maximizing the productivity of leadership/management by managing communications, prioritizing tasks, and ensuring alignment across organizational initiatives. 

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This role requires exceptional organizational skills, discretion, and the ability to manage multiple tasks in a fast-paced technology-based environment., and also serves as a key point of coordination across departments and external stakeholders. 

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The role strengthens leadership/management focus, supports informed decision-making, and enhances company efficiency by streamlining processes, scheduling, and information flow. 

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Main Responsibilities

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• Manage leadership/management calendars, schedule meetings, and coordinate logistics.
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• Prepare agendas, presentations, and reports for meetings and company updates.
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• Serve as the primary point of contact for internal and external communications on behalf of leadership
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• Coordinate travel arrangements, accommodations, and expense reporting.
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• Maintain confidentiality of sensitive information, ensuring professionalism at all times.
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• Track and follow up on action items to ensure deadlines and priorities are met.
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• Support board meeting preparation, including materials distribution and minutes.
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• Assist with event planning, company off sites, and team-building activities.
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• Manage office administration tasks (supplies, vendor relationships, policy compliance).
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• Contribute to special projects as assigned by the leadership/management team
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Qualification & Experience Prerequisites

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Essential:

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• Bachelor’s degree in business administration, communications, or related field.
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• Productivity and Collaboration Tools: Proficiency in Microsoft 365 (MS Teams, Email, Docs/Word, Sheets/Excel, Slides/PowerPoint, Outlook/Calendar, etc.).
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• Project/Task Management: Ability to use software like Zoho Projects, Asana, Trello, Jira, Todo, etc. track tasks, action items and deadlines.
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• CRM/ERP Proficiency
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• Bookkeeping
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• Minimum 3 years of experience supporting senior management/leaderships in a fast-paced environment
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Desired:

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• Experience in the technology or software industry
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• Experience in Government Sector
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• Experience with Project/Task Management
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• Experience working in Small Businesses, Growing Businesses, and Fast Pace Work Environments 
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At Chemical Safety Software , we are committed to fostering a diverse and inclusive workplace where all employees feel valued, respected, and supported. We believe that diversity enriches our organization and enhances our ability to innovate and succeed in an ever-changing global marketplace. We actively promote diversity across all levels of our organization, embracing individuals with different backgrounds, experiences, perspectives, and abilities. We are dedicated to creating an environment where everyone has equal opportunities for growth, advancement, and success. Discrimination, harassment, and bias have no place in our workplace, and we strive to cultivate a culture of inclusion where all employees can thrive and contribute to our collective success.