Executive Assistant To The CEO

Description

Position Overview

The Executive Assistant will provide comprehensive administrative and strategic support to the CEO of a dynamic manufacturing company. This role serves as a trusted partner to the CEO, managing complex schedules, facilitating communication across all levels of the organization, and ensuring the efficient operation of the executive office.

Key Responsibilities

Executive Support & Calendar Management

• Manage and prioritize the CEO's complex calendar, scheduling meetings, appointments, and travel arrangements with discretion and foresight

• Anticipate scheduling conflicts and proactively resolve issues before they arise

• Coordinate executive meetings including agenda preparation, material compilation, and follow-up action items

• Screen and prioritize incoming communications, determining urgency and appropriate response channels

Communication & Liaison

• Serve as primary point of contact between the CEO and internal/external stakeholders

• Draft, edit, and proofread correspondence, presentations, and reports on behalf of the CEO

• Facilitate communication flow between the CEO and senior leadership, plant managers, and department heads

• Manage confidential and sensitive information with the highest level of discretion

Meeting & Event Coordination

• Organize and coordinate executive leadership meetings, board meetings, and company-wide events

• Prepare detailed meeting materials, presentations, and briefing documents

• Attend meetings as needed to capture action items and ensure timely follow-through

• Coordinate site visits to manufacturing facilities and vendor locations

Project Management & Special Initiatives

• Lead and support special projects as assigned by the CEO

• Track progress on key initiatives and provide status updates

• Conduct research and analysis to support strategic decision-making

• Coordinate cross-functional teams to execute CEO priorities

Operational Excellence

• Manage expense reports, invoices, and budget tracking for the executive office

• Maintain organized filing systems for both digital and physical documents

• Develop and implement processes to improve efficiency in the executive office

• Coordinate travel logistics including complex domestic and international itineraries

Requirements

• Bachelor's degree or equivalent experience

• 3-5 years of experience supporting C-level executives, preferably in manufacturing or industrial sectors

• Exceptional organizational skills with ability to manage multiple priorities simultaneously

• Strong written and verbal communication skills

• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)

• Demonstrated ability to handle confidential information with discretion

•

Professional demeanor with strong interpersonal skills

Preferred:

• Experience in manufacturing, industrial, or production environments

• Familiarity with ERP systems and project management software

• Knowledge of manufacturing processes and terminology

• Experience coordinating board meetings and investor relations activities

Key Competencies

• Proactive problem-solving and critical thinking

• Exceptional attention to detail and accuracy

• Ability to work independently with minimal supervision