Executive Assistant

THE COMPANY


UG Solutions is a fast-moving, mission-driven private security company with global reach and a strong operational backbone. Headquartered in the greater Charlotte area, we operate in high-stakes environments and support government, humanitarian, and commercial clients.


ROLE DESCRIPTION


The Executive Assistant is a key member of the team, primarily responsible for providing comprehensive administrative and operational support to the CEO and executive leadership. This role serves as the connective hub of the executive office, ensuring that leadership remains organized, informed, and equipped to execute at a high level. The ideal candidate will have a strong foundation in executive-level administration and a proactive, solutions-oriented approach to supporting a fast-paced, operationally intensive organization.


KEY RESPONSIBILITIES


Executive Support & Schedule Management

• Serve as the primary administrative support to the CEO and executive leadership team, managing day-to-day priorities and workflow.

• Act as the primary point of contact for internal and external stakeholders. You will vet requests and determine what requires the CEO's immediate attention versus what can be delegated.

• Manage a complex, high-volume calendar. You won't just book meetings; you will prioritize them based on the CEO's goals and ensure they have adequate "deep work" time.

• Manage all travel arrangements for CEO, including domestic and international transportation, accommodations, and itineraries. Support of other executives may be needed on occasion.

• Support the CEO's personal scheduling and logistical needs on an as-needed basis, ensuring seamless coordination between professional and personal commitments.

Operations & Administrative Coordination

• Manage office supply inventory, coordinate vendor relationships, and ensure the executive office operates efficiently.

• Greet and coordinate secure access for external visitors, clients, and partners.

• Assist the Chief of Staff in tracking the progress of various executive initiatives, ensuring deadlines are met across the organization.

Communication & Stakeholder Liaison

• Serve as a professional point of contact between the CEO and internal teams, clients, contractors, and external partner.

• Plan and support company meetings, leadership offsites, and internal team events including owning the end-to-end planning of meetings and conferences, including reserving facilities, coordinating catering, and ensuring all A/V and essential services are prepared.

• Prepare agendas, briefings, and materials in advance. Attend key meetings to capture action items and collaborate with the Chief of Staff to ensure follow-through.

• Draft and edit high-level correspondence, presentations, and reports with a high degree of accuracy and professional tone.

• Handle sensitive and confidential information with the highest degree of discretion and professionalism.

• Answers email as requested, takes messages and/or directs inquiries to another party as appropriate. Research and verify information as necessary to respond to inquiries.

REQUIRED QUALIFICATIONS

• 5+ years of experience in an executive assistant or senior administrative role supporting C-suite or VP-level leadership

• Associate's or Bachelor's degree in Business Administration, Communications, or a related field

• Demonstrated ability to manage complex calendars, coordinate high-volume scheduling, and support multiple senior leaders simultaneously

• Strong written and verbal communication skills; professional and polished in all interactions with internal and external stakeholders

• Advanced proficiency in Microsoft Office Suite, with strong expertise in Outlook calendar management, Word, PowerPoint, and Excel

• Demonstrate working proficiency with AI-powered tools (e.g., drafting, summarization, scheduling assistants) to augment executive support and drive operational efficiency.

• Proven ability to handle sensitive and confidential information with absolute discretion

• High degree of self-direction, reliability, and attention to detail; ability to anticipate leadership needs before being asked

PREFERRED QUALIFICATIONS

• Experience supporting executive leadership in a security, defense, law enforcement, or government contracting environment

• Familiarity with contractor workforce management, field operations coordination, or multi-site organizational structures

• Experience with travel and expense management platforms and project or task management tools

• Experience in a fast-paced Small to Mid-sized Business (SMB) environment where adaptability and initiative are essential