Administrative Assistant

Job Description Job Description Administrative Assistant Location: Hicksville, NY (Onsite Preferred) Division: NC Custom – A Division of Nassau Candy Reports To: CEO, NC Custom a division of Nassau Candy About Nassau Candy & NC Custom Founded in 1918, Nassau Candy is a leading manufacturer, importer, and distributor of specialty confections, fine foods, and promotional products. NC Custom, a division of Nassau Candy, specializes in custom-branded promotional products and food gifts for some of the most recognized brands and organizations in the country. As NC Custom continues to grow, we are seeking a highly organized, business-minded, and proactive Chief of Staff to serve as a strategic partner and operational extension of the CEO. Position Summary The Administrative Assistant the CEO will function as a high-level executive partner responsible for managing administrative operations, organizational coordination, and executive support activities for the CEO of NC Custom. The ideal candidate is someone who thrives in a fast-paced environment, can anticipate needs before they arise, and is comfortable handling sensitive information with discretion and professionalism. The position will play a key role in helping drive organizational efficiency, supporting hiring and employee-related administrative processes, coordinating internal initiatives, managing executive scheduling, and ensuring follow-through across departments. This is not a passive administrative role. The successful candidate will be expected to operate with urgency, business judgment, accountability, and strong attention to detail. Key Responsibilities Executive & Calendar Management Manage and prioritize the CEO’s complex calendar, meetings, travel, and scheduling needs Coordinate internal and external meetings across multiple business functions Ensure the CEO is prepared for meetings with agendas, materials, and follow-up items Anticipate scheduling conflicts and proactively resolve competing priorities Coordinate executive travel arrangements and itineraries when required Hiring, Onboarding & Employee Administration Coordinate administrative aspects of hiring processes, including interview scheduling and candidate communication Partner with HR and department leaders to support onboarding activities for new hires Assist with employee compensation administration, including pay raise documentation and approvals Support preparation and organization of organizational charts, staffing updates, and headcount tracking Maintain confidentiality related to employee matters and executive discussions Operational Coordination & Follow-Through Track action items, deliverables, and ongoing projects on behalf of the CEO Help drive accountability and follow-up across leadership teams and departments Coordinate cross-functional communication between Operations, Sales, HR, Finance, IT, and Production teams Assist in preparing presentations, reports, meeting summaries, and executive communications Help organize leadership meetings and support execution of strategic initiatives Strategic & Administrative Support Serve as a trusted business partner and gatekeeper for the CEO Prioritize incoming requests and determine appropriate escalation paths Handle confidential and sensitive business matters with discretion Identify opportunities to improve administrative workflows and organizational efficiency Support special projects and business initiatives as assigned Qualifications 5+ years of experience supporting senior executives, business owners, or C-level leadership Prior experience in a Chief of Staff, Executive Assistant, Operations Coordinator, HR Coordinator, or similar high-level support role strongly preferred Exceptional organizational skills with the ability to manage multiple priorities simultaneously Strong written and verbal communication skills High level of professionalism, discretion, and emotional intelligence Ability to work independently and make sound decisions in a fast-moving environment Advanced proficiency in Microsoft Office, Outlook, Excel, PowerPoint, and calendar management systems Experience working in manufacturing, distribution, consumer products, promotional products, or family-owned businesses is a plus Ideal Candidate Traits Extremely detail-oriented and highly responsive Comfortable operating behind the scenes while driving execution Strong sense of urgency and ownership Business-minded with the ability to anticipate executive needs Calm under pressure and adaptable to changing priorities Able to build trust and relationships across all levels of the organization What Success Looks Like The CEO’s time is optimized and organized effectively Hiring and onboarding processes move efficiently Leadership follow-ups and action items are tracked consistently Administrative and operational bottlenecks are proactively addressed Communication and coordination across teams improve significantly The CEO gains a highly trusted operational partner Why Join Nassau Candy? Join a growing family-owned business with over 100 years of history Work directly alongside executive leadership and influence key initiatives Fast-paced, entrepreneurial environment with significant visibility Opportunity to play a critical role in the growth and evolution of NC Custom Collaborative culture with long-term career growth potential