Executive Assistant

JOB SUMMARY

Provides high-level administrative support to the President/CEO, managing complex projects and calendars, arranging travel, handling communications, prioritizing tasks, and ensuring smooth day-to-day operations by assisting with follow-up on tasks. Act when needed as the primary point of contact. This position requires a high degree of confidentiality and strong organizational skills; key responsibilities include assisting with managing key customer accounts, scheduling meetings, managing email, preparing documents, and coordinating logistics for internal and external events. Availability is mandatory.

DUTIES & ESSENTIAL JOB FUNCTIONS

Assist with special projects, including:

• President/CEO’s customer management, event planning and logistics, new hires, and large purchases. Special projects may include assisting HR and/or Controller with support.
• Maintain and prioritize the executive's calendar, scheduling meetings and appointments, managing conflicts and time management.
• Organize travel logistics, including booking flights, accommodations, and transportation. 
• Manage surplus inventory items, storage location, offloading, etc.
• New Hires – Resume screening and interview scheduling for certain positions.
• Special projects may include assisting HR and/or Controller with support.
• Work with company employees to ensure key initiatives are completed.
• Prepare agendas, gather necessary materials, and coordinate meeting logistics. 
• Draft and edit documents, reports, presentations, and correspondence. 
• Handle expense communication and maintain digital filing systems including all large purchases. 
• Maintain strict confidentiality regarding sensitive information.
• Ensure the Presidents/CEO’s priorities are met, and the Company’s best practices are upheld.
• Serve as the key liaison between the President/CEO and key internal and external partners, clients, and institutions, providing excellent customer service.
• All the above includes the President/CEO’s business and personal agenda.
• Other duties as assigned.