Executive Assistant

QTL Lighting is a manufacturer of architectural LED lighting, headquartered in Milford, Connecticut. The company is vertically integrated, with in-house magnetics, extrusion, engineering, testing, and applications capabilities. QTL has grown substantially over the past decade and employs approximately 200 people.

Position Overview

QTL is seeking an exceptional Executive Assistant to support the Chief Executive Officer. This is not a routine administrative role. The Executive Assistant is the operational right hand to the CEO, responsible for protecting his time, anticipating his needs, and ensuring that commitments across the business are tracked and delivered. The ideal candidate is highly organized, discreet, and proactive, and is seeking a role with the room to take on expanded responsibility as the company grows.

Key Responsibilities

• Calendar and time management. Own and manage the CEO's calendar, protect time reserved for priority work, and ensure that meetings have a clear purpose and agenda.
• Communications. Triage the CEO's inbox, draft and manage correspondence, and ensure that follow-ups are completed and that nothing falls through the gaps.
• Travel and logistics. Plan and book travel, prepare detailed itineraries, and reconcile expenses.
• Meeting preparation and follow-through. Assemble briefing materials in advance of meetings, capture decisions and action items, and track delegated work to completion.
• Priority and accountability tracking. Maintain a single, current view of the CEO's commitments and open items, and surface what requires attention before it becomes urgent.
• Document preparation. Prepare, edit, and format professional documents and presentations to QTL brand standards.
• Stakeholder coordination. Coordinate board, advisory, and leadership commitments, and serve as a reliable point of contact between the CEO and internal and external stakeholders.
• Event and visit coordination. Coordinate logistics for customer, representative, and partner visits to QTL, as well as leadership offsites and company events involving the CEO.
• Relationship and contact management. Keep the CEO's contacts current, and manage thank-yous, holiday outreach, and gifts for key customers, representatives, and partners.
• Social media and professional presence. Support the CEO's professional presence, primarily on LinkedIn, by drafting and scheduling posts, monitoring engagement, and keeping the CEO's profile current and aligned with QTL's brand.
• Project and operational support. Support the CEO on special projects and initiatives, taking ownership of discrete workstreams as directed.
• Personal administration. Provide a modest level of personal scheduling and logistics support so that the CEO's full calendar runs smoothly.

What Success Looks Like

Within the first ninety days, a successful Executive Assistant will have:

• Taken full ownership of the CEO's calendar and structured it around priorities.
• Established a reliable system for tracking the CEO's commitments and delegated action items.
• Delivered pre-meeting briefing materials consistently and on time.
• Earned the trust to manage communications and routine follow-ups independently.

Qualifications

• Five or more years of experience supporting a senior executive, owner, or founder, ideally in a manufacturing, industrial, or entrepreneurial environment.
• Exceptional organization, attention to detail, and follow-through.
• Outstanding written and verbal communication, with strong document preparation skills.
• Demonstrated discretion and sound judgment in handling confidential information.
• Advanced proficiency with Microsoft 365, including Outlook, Word, PowerPoint, and Excel. Familiarity with ERP and CRM systems such as NetSuite and project tools such as Asana is a plus.
• Experience supporting an executive's professional social media presence, particularly LinkedIn, is a plus.
• The ability to manage competing priorities and act with minimal direction.
• A bachelor's degree or equivalent professional experience.

Attributes That Thrive Here

• Anticipatory. You see what is coming and act before being asked.
• Discreet. You hold confidence absolutely and exercise mature judgment.
• Composed. You stay calm and organized under pressure and shifting priorities.
• Ambitious. You bring high standards, take ownership, and want to grow with the role and the company.