Executive Assistant

Job Description

Job Description

Job Title: Executive Assistant

Reports to: CEO

Supervises: N/A

Position Summary:

The Executive Assistant is responsible for providing high-level administrative support to the CEO. This includes managing calendars, coordinating meetings, preparing internal and external communications, and overseeing logistics for travel and events. The Executive Assistant acts as a key point of contact, ensuring the executive office runs smoothly and professionally. This role requires discretion, strong organizational skills, and the ability to manage multiple priorities in a fast-paced environment.

Key Performance Areas & Key Performance Indicators:

Strategic Planning & Project Mapping: (30%)

• Maintain clear tracking systems for all ideas and initiatives under executive review
• Translate ideas into documented plans with action items and milestones
• Drive execution by managing follow-ups and tracking progress

Coordination & Organization: (30%)

• Manage executive calendars, confirm logistics in advance, prepare agendas, and prevent overlapping appointments
• Ensure smooth day-to-day flow and that all scheduled items are accounted for and well supported

Communication & Correspondence: (25%)

• Draft, review, and manage outgoing communication from the executive office
• Act as a liaison between the CEO and internal and external stakeholders
• Maintain a consistent tone, high accuracy, and strong professional presence in all communications

Travel, Events & Administrative Support: (15%)

• Coordinate travel itineraries, conference logistics, and executive event attendance
• Prepare materials and ensure seamless execution of offsite meetings or engagements
• Handle administrative tasks such as expense reports and executive records
• Oversee executive personal logistics and routine errands to maximize efficiency and minimize disruptions

Minimum Qualifications

Education:

• Associate’s Degree required
• Bachelor’s Degree in Business Administration, Communications, or related field preferred

Experience:

• Minimum 3+ years of experience supporting senior or executive leadership
• Strong background in planning and cross-department coordination
• High level of professionalism and confidentiality
• Excellent written communication skills and attention to detail
• Advanced proficiency in Microsoft Office, Outlook, and planning tools

Competencies

Operations Knowledge – Thoroughly understands the operational procedures for his/her position and how they affect or relate to other departments in the company. Serves as an expert for others.

Strategic Execution – Capable of translating concepts into detailed plans and managing timelines with discipline and focus.

Compliance Knowledge – Extensive understanding of general and department-specific regulations. Serves as a compliance resource for the team.

Organization – Maintains control of multiple priorities, builds systems that eliminate scheduling conflicts, and supports seamless daily flow.

Teamwork – Able to build morale and group commitments to goals and objectives; Balances team and individual responsibilities; Exhibits objectivity and openness to others’ views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Supports everyone’s efforts to succeed.

Computer Skills – Demonstrates a solid understanding of the technology utilized in his/her position. Consistently looks for ways to use technology to create efficiencies. Able to troubleshoot minor problems. May serve as an expert to others.

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Strength - Employee must be able to stand and/ or sit for periods of time while waiting on customers. Employee may be required to walk, reach, lift, carry and bend. This job also requires the ability to lift and/or move up to 15 lbs. Occasionally, may need to lift more than 15 lbs.

Finger Dexterity - Employee will have to use fingers to make small movements, such as typing, picking up small objects, or pinching fingers together.

Talking – The ability to convey information accurately by speaking to customers and other employees.

Hearing - Able to hear average or normal conversations and receive ordinary information.

Visual Abilities – Specific vision abilities used by the job are close vision, distance vision, peripheral vision, depth perception and ability to adjust focus.

Employer reserves the right to change this job description at any time, should business needs arise.