Executive Administrative Assistant

Description

 Executive Administrative Assistant  

Position Overview

Haven Services, LLC is seeking a highly trusted and detail-oriented Executive Administrative Assistant – Legal, Human Resources, Marketing, Customer Service & Administration to provide executive-level administrative and operational support to the General Counsel, with a dotted-line partnership to Human Resources, Marketing, Customer Service, and executive leadership.

This role serves as a critical partner supporting executive workflow management, legal and HR administration, leadership communications, workforce initiatives, and organizational consistency across all Company locations. The ideal candidate demonstrates exceptional judgment, organizational excellence, professionalism, and the ability to manage highly confidential information in a fast-paced, multi-location environment.

Key Responsibilities

Executive & Administrative Support

• Provide high-level executive administrative support to the General Counsel and executive leadership. 
• Manage calendars, meeting coordination, travel arrangements, expense reporting, and executive scheduling priorities. 
• Prepare executive correspondence, presentations, reports, agendas, meeting materials, and meeting minutes with professionalism and accuracy. 
• Coordinate leadership meetings, executive communications, and cross-functional administrative activities. 
• Serve as a trusted administrative resource managing sensitive communications, deadlines, and competing priorities 

Legal Administrative Support

•  Maintain organized and audit-ready legal files, agreements, contracts, regulatory documentation, and confidential business records. 
• Assist with document preparation, execution, routing, version control, and signature coordination.
• Coordinate administrative activities with internal stakeholders and external legal counsel as needed. 
• Maintain strict confidentiality and professionalism regarding legal, employee, and executive matters.

Human Resources Partnership

• Partner with Human Resources leadership on administrative support related to employee relations, policy administration, investigations, compliance documentation, and workforce initiatives.
• Assist with preparation of HR-related reports, executive summaries, presentations, and leadership communications. 
• Support secure handling and organization of confidential employee records and documentation. 
• Assist with administrative coordination related to onboarding, training initiatives, and leadership development programs. 

Requirements

Marketing Administrative Support

• Provide executive-level administrative support for Marketing leadership and brand initiatives. 
• Coordinate presentations, reports, meetings, communications, and marketing workflows.      
• Support trade shows, sponsorships, company events, and promotional activities,including logistics and vendor coordination. 
• Manage branded materials, promotional items, uniforms, business cards, and marketing requests. 
• Assist with fleet branding, decal coordination, and vendor communication. 
• Maintain marketing asset libraries, templates, logos, photos, videos, and brand standards. 
• Support brand rollouts, acquisitions, integrations, and community engagement initiatives. 
• Assist with marketing-related projects and administrative support as needed.

Customer Service Administrative Support

• Provide executive-level administrative support for Customer Service leadership and customer experience initiatives. 
• Coordinate reporting, presentations, operational tracking, and departmental communications. 
• Support customer service workflows, speed-to-lead initiatives, and operational process coordination. 
• Assist with scheduling, meetings, reporting tools, templates, and departmental documentation. 
• Coordinate administrative support for customer engagement activities, leadership meetings, and service initiatives. 
• Serve as an administrative liaison supporting communication across departments. 
• Assist with customer service projects and executive requests as needed.

Apprenticeship Program Administrative Support

• Provide centralized administrative support for the Company’s apprenticeship and workforce development programs, in partnership with Legal, Human Resources, and operational leadership.
• Manage and maintain all apprenticeship-related administrative paperwork, including enrollment forms, participation agreements, acknowledgments, and compliance documentation.
• Support compliance with applicable federal, state, and program-specific  apprenticeship requirements by organizing documentation, tracking deadlines, and maintaining audit-ready records.
• Assist with preparation, distribution, and tracking of apprenticeship communications, forms, and updates to internal stakeholders. 

Multi-Location Coordination & Organizational Consistency

• Support executive leadership in driving consistent administrative processes, documentation standards, and communication practices across Company locations. 
• Assist with development and maintenance of templates, tracking tools, reporting workflows, and process documentation. 
• Serve as a centralized administrative resource supporting organizational alignment and operational consistency.

Qualifications & Experience

• Bachelor’s degree preferred; equivalent combination of education and executive administrative experience will be considered. 
• Minimum of 5 years of executive-level administrative support experience, preferably supporting Legal, Human Resources, or senior leadership. 
• Proven ability to manage highly confidential and sensitive information with discretion and professionalism. 
• Strong proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint). 
• Experience with document management systems, HRIS platforms, and executive reporting preferred. 
• Exceptional organizational, prioritization, and follow-through skills. 
• Strong written and verbal communication skills with executive-level professionalism. 
• Ability to operate independently and manage multiple priorities in a dynamic environment.

Core Competencies

• Executive-level professionalism and discretion 
• Confidentiality and sound judgment 
• Executive communication and coordination 
• Organizational excellence 
• Attention to detail and accuracy 
• Cross-functional collaboration 
• Process consistency and accountability 
• Proactive problem-solving 
• Multi-project prioritization 

Working at Haven Services, LLC

Haven Services, LLC is committed to building a consistent, people-focused, and operationally excellent organization. This role plays a critical part in supporting executive leadership, organizational communication, workforce initiatives, and cross-functional coordination across the enterprise.

Employees must be able to pass pre-employment screening including a background, motor vehicle check and drug screening. Maintaining eligibility to operate company vehicles is a fundamental job requirement. All employees that operate company vehicles must maintain their driving record as insurable under the company’s vehicle insurance provider. 

 EOE/AAP/M/F/V/D/SO