EXECUTIVE ASSISTANT

Executive Administrative Assistant to the Managing Partners




Company: CS Contract Solutions, LLC


Department: Executive Office


Reports To: Managing Partners


Employment Type: Full-Time


Travel: Up to 25%




Position Summary




CS Contract Solutions is seeking a highly experienced, organized, and technology-forward Executive Administrative Assistant to the Managing Partners to provide direct administrative and operational support to company ownership.




This is a high-trust position supporting the Managing Partners in the execution of their responsibilities across CS Contract Solutions and its business activities. The ideal candidate is an experienced executive administrator who is highly organized, exceptionally responsive, comfortable operating in a fast-moving environment, and capable of anticipating needs before they become requests.




The Executive Administrative Assistant will manage complex calendars, travel, communications, meetings, documents, follow-ups, and executive priorities while helping create structure around the Managing Partners’ day-to-day activities.




The successful candidate must also be AI-savvy and technologically capable, with the ability to use modern AI and productivity tools to improve efficiency, organization, communication, research, meeting preparation, and administrative workflows.




This position requires the highest levels of confidentiality, discretion, judgment, professionalism, and trust.




Travel of up to 25% will be required.




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Core Responsibilities




1. Executive & Ownership Support




Provide direct administrative support to the Managing Partners, including:




Managing daily executive priorities


Coordinating calendars and schedules


Protecting executive time and maintaining calendar discipline


Scheduling internal and external meetings


Coordinating meetings involving executives, clients, partners, advisors, attorneys, and other stakeholders


Preparing executives for meetings and engagements


Managing follow-up items and commitments


Anticipating administrative and logistical needs


Helping maintain organization across multiple concurrent priorities




The Executive Administrative Assistant should develop a strong understanding of the Managing Partners’ priorities, responsibilities, relationships, and working styles.




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2. Calendar & Time Management




Own and coordinate complex executive calendars.




Responsibilities include:




Scheduling and rescheduling meetings


Identifying and resolving calendar conflicts


Prioritizing meetings based on executive and company priorities


Coordinating across multiple time zones


Building appropriate travel and preparation time into schedules


Ensuring executives have necessary information before meetings


Maintaining visibility into upcoming commitments, deadlines, and events




The objective is not simply to manage a calendar, but to help the Managing Partners use their time effectively.




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3. Travel Management




Coordinate domestic and occasional international travel for the Managing Partners.




Responsibilities may include:




Flights


Hotels


Ground transportation


Meeting locations


Restaurant reservations


Travel itineraries


Schedule coordination


Last-minute travel changes


Conference and event logistics




The Executive Administrative Assistant may travel with the Managing Partners when business needs require.




Up to 25% travel is expected for this position.




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4. Meeting Preparation & Follow-Through




Support executive meetings from preparation through execution and follow-up.




Responsibilities include:




Preparing agendas


Organizing supporting documents


Gathering relevant information before meetings


Taking or coordinating meeting notes when appropriate


Identifying decisions and action items


Tracking commitments and deadlines


Following up with responsible parties


Maintaining organized records of important discussions and decisions




The Executive Administrative Assistant should help ensure that important conversations turn into completed actions.




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5. Communication Management




Assist the Managing Partners with executive communications and correspondence.




Responsibilities may include:




Organizing and prioritizing communications


Drafting routine correspondence


Preparing internal communications


Coordinating responses and follow-ups


Maintaining important contact information


Communicating professionally with senior executives, clients, attorneys, consultants, vendors, and other stakeholders




The successful candidate must be able to communicate professionally while understanding when matters require immediate executive attention.




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6. AI & Technology Enablement




Actively use artificial intelligence and modern productivity tools to improve executive efficiency.




The successful candidate should be comfortable using or learning tools such as:




ChatGPT and other generative AI platforms


Microsoft Copilot


Microsoft 365


Outlook


Teams


Excel


Word


PowerPoint


Cloud-based file management


AI meeting transcription and summarization tools


Task and project management platforms


Workflow automation tools




AI may be used to assist with:




Meeting preparation


Research


Summarizing information


Drafting communications


Organizing notes


Creating action-item lists


Developing presentations


Travel planning


Document preparation


Data organization


Administrative workflow automation




The ideal candidate should naturally look for opportunities to use technology and AI to eliminate repetitive work and increase the productivity of the Managing Partners.




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7. Executive Organization & Priority Management




Maintain systems that provide visibility into:




Executive priorities


Open action items


Upcoming deadlines


Important meetings


Follow-up commitments


Strategic initiatives


Key relationships


Documents requiring review or signature




The Executive Administrative Assistant should be capable of respectfully reminding and holding executives accountable to their own commitments.




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8. Confidentiality & Discretion




This role will have access to highly confidential company and ownership information.




This may include:




Financial information


Ownership matters


Legal matters


Employee information


Client information


Strategic plans


Acquisition or transaction discussions


Executive compensation


Banking and financing matters


Sensitive correspondence




The successful candidate must demonstrate exceptional judgment regarding what information may be shared, with whom, and under what circumstances.




Confidentiality is an absolute requirement of this position.




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9. Executive Office Administration




Provide administrative support to the Executive Office as needed, including:




Document preparation


File organization


Expense reporting


Invoice and receipt organization


Meeting coordination


Presentation preparation


Contact management


Executive records


Signature coordination


Special projects




The Executive Administrative Assistant may also coordinate with Finance, Legal, Human Resources, Operations, and other departments on behalf of the Managing Partners.




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10. Special Projects




Assist the Managing Partners with special projects and strategic initiatives as assigned.




These projects may fall outside traditional administrative responsibilities and may require:




Research


Information gathering


Vendor coordination


Project tracking


Presentation development


Event planning


Executive communications


Process development


Cross-functional coordination




The successful candidate must be comfortable operating in situations where the assignment may initially be “figure this out and bring me options.”




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Required Qualifications




Minimum 5 years of experience supporting executives, business owners, C-suite leaders, or senior leadership.


Demonstrated experience managing complex executive calendars and travel.


Strong proficiency with Microsoft 365, Outlook, Teams, Word, Excel, and PowerPoint.


Demonstrated comfort using artificial intelligence and modern productivity tools.


Exceptional organizational and time-management skills.


Strong written and verbal communication skills.


Ability to manage multiple priorities simultaneously.


Exceptional attention to detail.


Strong professional judgment.


Demonstrated ability to handle confidential and sensitive information.


Ability to operate independently with limited supervision.


Ability to anticipate executive needs rather than simply react to requests.


Ability and willingness to travel up to 25%.




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Preferred Qualifications




Previous experience supporting company founders, owners, Managing Partners, CEOs, or other C-suite executives.


Experience working within a rapidly growing or entrepreneurial organization.


Experience supporting multiple senior executives simultaneously.


Advanced experience using AI tools for executive productivity.


Experience developing administrative workflows or automations.


Experience coordinating executive-level meetings, conferences, and travel.


Experience interacting with attorneys, financial professionals, senior executives, clients, and other high-level stakeholders.




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Key Competencies




The successful candidate will demonstrate:




Discretion — Understands the sensitivity of working directly with company ownership.


Organization — Creates structure in a fast-moving environment.


Anticipation — Identifies needs before being asked.


Ownership Mentality — Takes responsibility for outcomes rather than simply completing assigned tasks.


Technology Fluency — Uses technology and AI to improve productivity.


Communication — Communicates clearly, professionally, and appropriately.


Adaptability — Remains effective when priorities or schedules change quickly.


Resourcefulness — Finds solutions independently.


Follow-Through — Ensures commitments and action items do not disappear after meetings.


Executive Presence — Represents the Managing Partners and CS Contract Solutions professionally.


Judgment — Understands what requires escalation and what can be handled independently.




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Travel Requirement




This position requires up to 25% travel.




Travel may include accompanying the Managing Partners to company offices, operating markets, client meetings, executive meetings, conferences, strategic planning sessions, company events, and other business engagements.




Candidates must be comfortable with occasional schedule changes and travel requirements associated with supporting company ownership.




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Measures of Success




Success in this role will be measured by:




Effectiveness of Managing Partner calendar and time management


Reduction in administrative burden placed on the Managing Partners


Consistent completion and tracking of executive follow-up items


Accuracy and quality of executive communications and documentation


Effective preparation for meetings and travel


Ability to anticipate executive needs


Responsiveness and reliability


Effective use of AI and technology to improve executive productivity


Quality and organization of executive information and records


Ability to maintain confidentiality and exercise sound judgment


Ability to create structure within a fast-paced executive environment