What are the responsibilities and job description for the Executive Assistant position at Cimcor, Inc.?
Cimcor, Inc. is seeking a highly capable, detail-oriented Executive Assistant to provide direct support to a C-level executive. You’ll be the air-traffic controller for the executive’s day—managing schedules and communications, anticipating needs, and keeping critical projects on track. This position demands a strategic thinker who thrives in a dynamic environment, juggles competing priorities with ease, and communicates clearly at every level. If you’re resourceful, trustworthy, and pride yourself on staying five steps ahead, we’d love to meet you.
Key Responsibilities
Calendar & Inbox Management
- Own the executive’s calendar and email with precision and discretion
- Anticipate conflicts, re-prioritize swiftly, and keep stakeholders informed
Communications Hub
- Serve as the primary point of contact (phone, email, messaging); interface with clients and partners
- Draft company-wide updates, executive messages, and concise status summaries
Meeting & Event Coordination
- Schedule internal/external meetings, prepare agendas, capture action items, and follow through on next steps
- Organize team events and corporate celebrations, handling every detail
Travel Planning
- Arrange domestic and international travel end-to-end (air, hotel, visas, ground transport)
- Produce clear itineraries and provide on-trip support; track loyalty programs
Project & Objective Tracking
- Monitor key initiatives; follow up on deliverables to ensure objectives are met on time
- Prepare reports and analyses for the executive based on research or historical data
Administrative & Financial Support
- Monitor shared inboxes; route or resolve tickets promptly
- Follow up on overdue A/R and enter bills in A/P (NetSuite)
- Maintain vendor relationships, inventory, and office supplies; run occasional errands
- Scan, archive, and safeguard contracts and historical documents
Executive Representation & Office Culture
- Represent the executive in their absence by attending meetings and taking notes
- Assist other employees at the executive’s direction and coordinate morale initiatives
- Notify the executive’s spouse of key events and milestones when appropriate
- Maintain professional knowledge by attending workshops and reviewing publications
Requirements
- 3 years supporting a senior or C-level executive (tech or high-growth environment a plus)
- High school diploma required; associate/bachelor’s degree or PA certification preferred
- Expert-level Google Workspace; strong Word, Excel, PowerPoint skills; NetSuite familiarity a plus
- Tech-savvy, quick to master new tools, and comfortable with office-management procedures
- Impeccable organization, critical thinking, and written/verbal communication
- Proven ability to operate independently, adapt to shifting priorities, and solve problems fast
- Absolute discretion in handling confidential information
- Reliable transportation for local errands (mileage reimbursed)
- Bonus: you understand the life-saving power of a good açaí bowl
Benefits
- Medical, dental, and vision insurance
- Paid time off & holidays
- Mileage and travel reimbursement per federal guidelines
- Small, collaborative team where your impact is visible every day