Executive Assistant

Essential Duties

Executive Support

• Manage the CEO’s calendar, including prioritization of meetings, travel, and strategic time management
• Coordinate and prepare for executive meetings, including agendas, presentations, materials, and follow-up items
• Serve as a primary point of contact for internal and external communications directed to the CEO
• Screen and prioritize requests, communications, and issues requiring executive attention
• Coordinate travel arrangements, itineraries, and expense reporting
• Assist with preparation of executive reports, presentations, correspondence, and confidential documentation
• Anticipate executive needs and proactively identify opportunities to improve efficiency and organization
• Provide administrative and coordination support to designated leadership team members as assigned
• Help ensure alignment and communication flow across executive leadership and family ownership stakeholders

Board of Directors Support

• Coordinate all Board of Directors meetings, committee meetings, and related logistics
• Prepare and distribute Board agendas, presentations, minutes, and supporting documentation in a timely and professional manner
• Maintain Board calendars, meeting schedules, governance records, and official documentation
• Support the CEO and Board Chair with meeting preparation and follow-up activities
• Ensure confidentiality and proper handling of sensitive Board information and materials
• Coordinate executive and Board travel, lodging, meals, and event logistics as needed

Executive Operations Coordination

• Help coordinate and track strategic initiatives, executive priorities, and follow up action items across leadership teams
• Support the preparation and organization of executive level communications, presentations, and business updates
• Assist in driving meeting effectiveness through agenda coordination, action item tracking, and follow through
• Coordinate cross functional communication and scheduling related to executive and Board priorities
• Help maintain organization and momentum around key business initiatives and executive commitments
• Anticipate operational and administrative needs within the executive office and proactively recommend solutions

Communication & Coordination

• Facilitate communication and coordination between the executive office and leadership team
• Support special projects and strategic initiatives as assigned
• Assist with executive events, leadership meetings, and company functions
• Maintain professionalism and discretion while handling highly sensitive business and personnel information
• Build strong working relationships across departments while representing the executive office in a positive and professional manner

Administrative & Organizational Support

• Maintain organized electronic and physical filing systems for executive and Board records
• Track key deadlines, action items, and follow up activities to ensure timely completion
• Assist with budget tracking, invoice processing, and expense reconciliation related to executive and Board activities
• Continuously identify opportunities to improve administrative processes and operational efficiency