What are the responsibilities and job description for the Executive Assistant position at summit city steel erection?
Summary
The Executive Assistant provides high-level administrative and personal support to a senior executive (or executive team) to increase productivity, streamline operations, and ensure the executive's time is focused on the highest priorities. This role manages complex calendars and travel, coordinates meetings and events, handles confidential communications, prepares polished documents and reports, and serves as a trusted liaison with internal and external stakeholders. The position also includes select personal assistant and household coordination responsibilities, such as bill payments, scheduling home services, running errands, and occasional driving/transport. Success requires exceptional organization, discretion, proactive problem solving, and outstanding communication skills.
Key Responsibilities
Calendar and time management
Own and optimize the executive's calendar; schedule and prioritize meetings, buffer focus time, resolve conflicts, and anticipate needs.
Coordinate across time zones; prepare daily agendas and briefings with context and materials.
Track recurring commitments, deadlines, renewals, and follow-ups.
Travel and logistics
Arrange end-to-end domestic and international travel: flights, hotels, ground transportation, visas, and detailed itineraries.
Prepare travel packets, handle changes and disruptions, and reconcile travel expenses for timely reimbursement.
Communication and correspondence
Serve as a primary point of contact and gatekeeper; triage and prioritize calls, emails, messages, and mail.
Draft, proofread, and edit professional emails, letters, memos, and announcements; ensure timely responses and follow-through.
Build strong relationships with staff, clients, vendors, and partners while representing the executive with professionalism.
Meetings and event coordination
Plan and coordinate meetings, offsites, and events: agendas, pre-reads, attendee logistics, room/AV setup, and catering.
Record accurate notes and minutes; capture decisions and action items, assign owners, and track to completion.
Document creation and information management
Create and refine presentations, reports, spreadsheets, and dashboards; maintain templates and brand consistency.
Organize and maintain digital and physical filing systems; manage office assets, project data, and shared drives.
Support e-signature workflows, contracts routing, and document version control.
Task and project support
Maintain prioritized lists of tasks and goals; monitor milestones and dependencies; prompt timely follow-ups.
Conduct research, compile summaries, and prepare briefing materials to support decision-making.
Assist with special projects requiring coordination across teams and external stakeholders.
Office operations and administrative support
Order and track office supplies; manage mail, shipments, and vendor coordination.
Prepare and process expense reports, invoices, subscriptions, and reimbursements.
Assist with onboarding/offboarding logistics and general office upkeep as needed.
Personal and household support
Ensure personal bills and subscriptions are paid accurately and on time; manage reminders and organization.
Schedule household services and vendors (e.g., landscapers, maintenance, cleaners); oversee appointments and access.
Run errands (post office, returns, pickups), purchase gifts, and shop for various items in-store and online.
Coordinate personal calendar items and family logistics as requested.
Provide occasional driving/transport for the executive, family members, or guests.
Confidentiality and professionalism
Handle sensitive information with the highest level of discretion; adhere to privacy, security, and financial controls.
Use sound judgment, maintain professional boundaries, and represent the executive and organization's values.
Additional duties
Provide backup coverage for other administrative staff; support company events and initiatives.
Perform other responsibilities as assigned to meet evolving business needs.
Qualifications
Proven experience as an Executive Assistant or similar role supporting senior leaders in a fast-paced environment (typically 3–5 years).
Exceptional organization, prioritization, and time management skills with a strong attention to detail.
Excellent written and verbal communication; polished business writing and proofreading.
High proficiency with Microsoft 365 and/or Google Workspace (Calendar, Docs/Word, Sheets/Excel, Slides/PowerPoint).
Comfortable with collaboration and productivity tools such as Zoom/Teams, Slack, Asana/Trello/Notion, and expense systems (e.g., Concur/Expensify).
Demonstrated ability to anticipate needs, solve problems proactively, and execute with minimal supervision.
Impeccable integrity and discretion in handling confidential information.
Valid driver's license, reliable transportation, and clean driving record.
Willingness to occasionally work early mornings, evenings, or weekends to support urgent needs, travel, and events.
Preferred Qualifications
Bachelor's degree or equivalent experience.
Experience coordinating complex international travel and visas.
Background supporting personal households, family offices, or principals with blended business/personal needs.
Familiarity with light bookkeeping, invoice processing, or basic financial administration.
Experience with CRM and document management platforms.
Work Environment and Requirements
On-site, hybrid, or executive office-based with occasional local travel for errands and appointments.
Ability to lift and carry packages up to 20 lbs and to manage multiple concurrent tasks.
Role scope may evolve based on executive and organizational priorities.
Success Measures
Efficient, conflict-free calendar management and well-prepared meetings.
Timely, accurate completion of tasks, follow-ups, and expense processing.
High-quality communications and documents with minimal revisions.
Smooth, cost-effective travel and event coordination.
Strong trust, confidentiality, and stakeholder satisfaction.
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Health savings account
- Paid time off
- Vision insurance
Work Location: In person