Administrative Assistant

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

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

• 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
• 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
• 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
• 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