Executive Support Specialist

Summary:

We are seeking a highly organized, proactive, and discreet Executive Support Specialist to assist a business owner in managing daily operations, administrative tasks, and personal responsibilities. This role requires exceptional time management, communication skills, and the ability to anticipate needs in a fast-paced environment.

This position offers up to 24 hours per week, with the possibility of increasing hours in the future.

Essential Duties and Responsibilities:

• Manage and maintain the business owner’s calendar, including scheduling meetings, appointments, and travel arrangements.
• Act as a gatekeeper by screening calls, emails, and other communications.
• Coordinate and prepare materials for meetings, presentations, and reports.
• Handle confidential information with professionalism and discretion.
• Assist with project management tasks and follow up on key initiatives.
• Run personal and professional errands as needed.
• Liaise with internal team members on behalf of the business owner, as necessary.
• Organize files, documents, and records for easy access.
• Support event planning, both business-related and personal.
• Anticipate needs and provide solutions to improve efficiency.
• Perform other duties as needed and assigned.

Minimum Qualifications – Education/Experience:

• Must have a High School Diploma; Associate Degree preferred.
• Must have a minimum of 10 years of experience as a Personal Assistant, Executive Assistant, or similar role.
• Excellent organizational and multitasking abilities.
• Strong written and verbal communication skills.
• High level of discretion and confidentiality.
• Proficiency in Microsoft Office, Google Workspace, and scheduling tools.
• Ability to work independently and adapt to changing priorities.
• Strong problem-solving skills and attention to detail.

Preferred Qualifications:

• Experience supporting senior executives or business owners.
• Familiarity with project management tools (e.g., Asana, Trello).
• Bachelor’s degree or equivalent work experience.

Physical Demands:

• Required to sit, type, have eye/hand/foot coordination, occasionally stand, walk, reach, grasp, lift, carry, push, and pull.
• Ability to lift and/or move up to 20 pounds.
• This position works in a typical office and manufacturing environment.
• Clarity of vision including the ability to appropriately differentiate colors.
• Ability to hear, understand, and distinguish speech and other sounds.

Work Environment:

• Fast-paced, dynamic setting with both professional and personal task management.
• May require occasional after-hours availability or flexibility.

Compensation & Benefits:

• Competitive wage based on experience.
• Flexible schedule (if applicable).

FBD is an equal opportunity employer and values diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, disability status, or any other characteristic protected by law. All employment decisions are made based on qualifications, merit, and business need.