EXECUTIVE ASSISTANT

JOB EMPHASIS AND PURPOSEThe Executive Assistant provides high-level, comprehensive support to the CEO by ensuring seamless coordination of daily operations, strategic management of priorities, and exceptional communication on the CEO’s behalf. This role serves as a trusted partner—managing complex scheduling, facilitating critical information flow, preparing executive-level communications, and coordinating cross-functional initiatives. The Executive Assistant also oversees a wide range of logistical, administrative, and specialized support tasks, demonstrating sound judgment, proactive problem-solving, and the ability to anticipate needs before they arise. Success in this position requires proactive problem-solving, the ability to anticipate needs, and a high degree of professionalism and confidentiality in all matters.


GENERAL DUTIES AND RESPONSIBILITIES

Executive Support & Calendar Management

• Strategically manage and optimize the CEO’s calendar to ensure alignment with top priorities.


• Serve as a gatekeeper to protect the CEO’s time and manage the flow of information.


• Triaging email: draft responses, organize inbox labels/folders, and flag high-priority items.


• Schedule and coordinate internal and external meetings, prepare agendas, and compile supporting documents.


• Arrange complex business and personal travel itineraries, including flights, hotels, transportation, and schedules.


• Prepare, submit, and reconcile expense reports; proactively resolve discrepancies.


• Maintain confidential files, documents, and systems with discretion and accuracy.


• Coordinate the CEO’s participation in internal and external events.


• Assist with pulling reports (ERP, HubSpot, Excel, dashboards).


• Track action items across the leadership team and follow up with stakeholders to ensure timely progress.


• Support project managers, operations, HR, scheduling, and quality teams by gathering information or coordinating tasks on behalf of the CEO.


• Prepare presentations, summaries, talking points, and other communications as needed.

Communication & Relationship Management

• Draft, proofread, and refine internal and external written communication.


• Support interactions with vendors, customers, and external partners.


• Communicate professionally on behalf of the CEO when appropriate.


• Build and maintain strong, credible, and trusted relationships across the organization, demonstrating professionalism and discretion

Additional Coordination & Personal Support

• Support scheduling, reservations, and related logistics beyond core business needs.


• Coordinate third-party service providers and support ongoing service or project needs by managing scheduling, communication, and associated administrative tasks.,


• Assist with essential errands, appointments, and project-based tasks as required.,


• Coordinate select purchasing needs, including researching items, placing orders, and managing returns or exchanges.


• Demonstrate utmost discretion and confidentiality in all matters.

 

QUALIFICATIONSEducation / Experience

• High school diploma or GED  


• Previous experience as an executive administrator or in a similar administrative role is preferred

License / Credentials / Certifications

• Valid Driver’s license 

Skills / Specialized Knowledge / Abilities

• Excellent organizational and time management skills.


• Highly self-directed with the ability to anticipate needs and take initiative without prompting.


• Exceptional verbal and written communication abilities.


• Proficiency in using Microsoft Office Suite and other standard executive administrator tools.


• Strong attention to detail and accuracy.


• Ability to handle multiple tasks simultaneously and prioritize effectively.


• Proactive problem-solving and decision-making skills.


• Professional and approachable demeanor.


• Ability to maintain the highest levels of confidentiality regarding business, staff and personal information.

WORKING CONDITIONS

Working Hours / Environment

• 40 hours/week, onsite. May require additional hours periodically, including evenings and weekends, depending on business needs.


• Work is typically performed in an indoor office setting. 

 

Tools and Equipment

•  Personal computer, copier, fax/scanner, phone, and other typical office equipment. 

 

Travel

• Minimal – up to 5% of time as needed. 

 

Physical and Mental Demands

• Frequently required to remain in a stationary position at a desk or workstation for extended periods.


• Ability to operate a computer and other office equipment with sufficient manual dexterity and hand-eye coordination.


• May occasionally need to move about the office to access files, supplies, or equipment.


• May occasionally lift or move materials such as files or office supplies (typically up to 20 pounds).


• Ability to communicate and exchange information effectively with employees, clients, and others, whether in person, by phone, or through other appropriate means.


• Sufficient mobility to navigate the office environment as needed to perform essential job functions.

 

FLSA STATUS: EXEMPT

 

INCUMBENT:

 

SUPERVISOR: CEO

 

SUPERVISES: N/A