Executive Administrative Assistant

Position Summary

The Executive Administrative Assistant provides high-level administrative and operational support to the Chief Executive Officer (CEO), executive leadership team, and security operations management. This position serves as a trusted resource responsible for managing executive communications, coordinating daily administrative functions, maintaining confidential information, and supporting organizational operations. The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced, security-focused environment.

Essential Duties and Responsibilities

Executive Support

• Provide executive-level administrative support to the CEO, senior leadership, and security operations management.
• Manage executive calendars, appointments, meetings, and company events while ensuring effective scheduling and prioritization.
• Prepare, edit, and distribute correspondence, reports, presentations, proposals, contracts, and other confidential business documents.
• Coordinate travel arrangements, lodging, itineraries, and expense reporting for executive leadership.
• Prepare meeting agendas, record meeting minutes, and distribute follow-up action items.
• Monitor executive priorities, deadlines, and action items to ensure timely completion.

Administrative Operations

• Serve as the primary point of contact between executive leadership, clients, vendors, government agencies, and internal departments.
• Maintain physical and electronic filing systems while ensuring compliance with company policies and record retention requirements.
• Answer incoming telephone calls, emails, and client inquiries in a professional and timely manner.
• Manage office supplies, equipment purchases, vendor relationships, and general office administration.
• Assist with special projects and perform additional administrative duties as assigned.

Human Resources & Payroll Support

• Assist with employee onboarding documentation and personnel file management.
• Support payroll processing by preparing payroll documentation and tracking employee records.
• Maintain scheduling records and administrative documentation.
• Assist with invoicing and other accounting-related administrative tasks.
• Support HR functions by maintaining confidential employee records and required documentation.

Security Operations Support

• Assist with proposals, bids, security contracts, and service agreements.
• Coordinate communication between field supervisors, security officers, clients, and executive leadership.
• Track employee licenses, certifications, training requirements, permits, and compliance documentation.
• Generate operational reports, performance metrics, and management reports.
• Provide administrative support during emergency response situations and critical incidents when needed.

Process Improvement

• Identify opportunities to improve administrative workflows, internal processes, and operational efficiency.
• Recommend and assist with implementing standardized administrative procedures and documentation.

Pay: $22.00 per hour

Work Location: In person

Salary : $22