Executive Assistant

Position Summary

The Executive Assistant provides high-level administrative, organizational, and operational support to the CEO, serving as a trusted partner and primary point of coordination for both business and personal administrative matters. This role requires exceptional organization, discretion, communication, and follow-through, as well as the ability to manage competing priorities and handle highly confidential financial, personal, and corporate information.

The Executive Assistant will act as a gatekeeper and central point of contact for the Executive, ensuring that communications, scheduling, financial administration, events, and important business matters are handled efficiently and proactively.

Key ResponsibilitiesExecutive Support & Office Administration

• Manage and organize the Executive's daily calendar, appointments, meetings, and commitments.
• Act as the Executive's gatekeeper by managing incoming communications, requests, meetings, and access while prioritizing matters based on urgency and importance.
• Manage the Executive's email inbox, including organizing, prioritizing, responding to, and flagging correspondence as appropriate.
• Draft, prepare, and proofread correspondence, documents, presentations, and other communications.
• Prepare the Executive for meetings by organizing agendas, materials, documents, and necessary follow-up.
• Take meeting notes and track action items, deadlines, and follow-up requirements as needed.
• Monitor important deadlines, renewals, appointments, filings, and other time-sensitive obligations.
• Coordinate internal and external communication on behalf of the Executive.
• Maintain a highly organized system for confidential documents, records, and information.
• Handle sensitive and confidential information with a high degree of discretion and professionalism.

Financial & Banking Administration (to be done in conjunction with CFO)

• Monitor company bank accounts and assist with day-to-day banking administration.
• Maintain relationships and communication with banks and other financial institutions.
• Assist with banking requests, account maintenance, documentation, and authorized transactions.
• Deposit company checks and other payments at the bank on behalf of the company.
• Prepare and issue company checks in accordance with established approval procedures.
• Maintain check stock, check logs, and supporting documentation.
• Assist with company cash flow management, including monitoring cash balances, upcoming obligations, and banking activity as needed.
• Coordinate authorized transfers between company accounts and ensure sufficient funds are available for scheduled obligations.
• Maintain accurate records of deposits, checks, transfers, and other banking transactions.
• Manage company credit cards, including account administration, authorized users, limits, documentation, and statement review.
• Assist with loan administration, including maintaining loan records, payment schedules, documentation, and communication with lenders.
• Maintain organized records of financial accounts, banking information, loan documents, and other financial records.
• Provide banking records and supporting documentation to the accounting team as needed.
• Coordinate with the company's accounting and financial teams regarding financial documentation and administrative matters.
• Assist with gathering and organizing information for tax filings, tax documents, and other financial reporting requirements.
• Maintain organized records of company and personal tax returns, tax filings, notices, and supporting documentation.
• Maintain a secure and organized archive of historical company and personal tax records.
• Coordinate with the company's CPA, tax professionals, and other advisors regarding tax-related documents, requests, and deadlines.
• Maintain a calendar of company and personal tax deadlines and ensure requested documentation is provided to the appropriate professionals.

Corporate & Legal Administration (to be done in conjunction with Attorneys)

• Maintain and organize corporate records, agreements, certificates, filings, and other important company documents.
• Maintain records for company entities, ownership documentation, and other corporate information.
• Assist with annual filings, registrations, renewals, and other corporate compliance requirements.
• Coordinate with attorneys, CPAs, insurance providers, banks, and other professional advisors as needed.
• Maintain organized digital and physical filing systems for important corporate and legal records.
• Track important deadlines and renewal dates related to corporate documents, licenses, registrations, and agreements.
• Maintain confidentiality of corporate, legal, financial, and ownership information.

Events & Company Culture

• Plan and coordinate company events, meetings, gatherings, and special occasions.
• Lead planning and coordination of the annual company Christmas party.
• Coordinate company lunches, celebrations, employee events, and other team activities.
• Manage event logistics including venues, catering, invitations, vendors, schedules, budgets, and day-of coordination.
• Assist with executive-hosted events, dinners, meetings, and other business or personal engagements.
• Maintain an organized calendar of company events and important dates.

Travel & Scheduling

• Coordinate business and personal travel arrangements for the Executive as needed.
• Manage flights, hotels, transportation, reservations, itineraries, and travel-related documentation.
• Organize travel schedules and ensure the Executive has all necessary information and materials.
• Coordinate changes or adjustments to travel plans as needed.

Personal Administrative Support

• Provide personal administrative support to the Executive as needed.
• Assist with scheduling personal appointments, reservations, errands, and other administrative tasks.
• Coordinate personal travel and special events when requested.
• Manage personal correspondence, records, and administrative documentation as appropriate.
• Maintain and organize personal financial and tax records as requested.
• Handle sensitive personal matters with complete discretion and confidentiality.

Organization & Special Projects

• Assist the Executive with special projects, research, and administrative initiatives.
• Track projects, deadlines, and follow-up items to ensure timely completion.
• Conduct research and compile information to assist with decision-making.
• Coordinate with employees, vendors, clients, professionals, and other contacts on behalf of the Executive.
• Identify opportunities to improve organization, efficiency, and administrative processes.
• Anticipate the Executive's needs and proactively address administrative matters before they become issues.
• Perform other duties and special projects as assigned.

Qualifications

• Previous experience as an Executive Assistant, Personal Assistant, Administrative Manager, Office Manager, or similar role.
• Exceptional organizational and time-management skills.
• Strong written and verbal communication skills.
• Excellent attention to detail and ability to manage multiple priorities simultaneously.
• Strong judgment and ability to prioritize confidential and time-sensitive matters.
• High level of discretion, professionalism, and integrity.
• Comfortable working with financial information, banking relationships, tax records, and confidential business and personal records.
• Proficiency with Microsoft Office, Google Workspace, email, calendar management, and other business software.
• Ability to work independently, anticipate needs, and take initiative with minimal supervision.
• Strong follow-through and problem-solving skills.
• Ability to handle financial and personal matters with a high degree of accuracy and confidentiality.
• Experience supporting a business owner, CEO, president, or other senior executive.
• Experience coordinating events and company functions.
• Experience handling both business and personal administrative responsibilities.

Preferred Qualifications

• Experience with banking, credit cards, loans, cash management, corporate records, or financial administration.
• Experience coordinating with CPAs, attorneys, banks, financial institutions, and other professional advisors.
• Familiarity with accounting, construction, real estate, or other business operations is a plus.

Position Expectations

The Executive Assistant is expected to operate with a high degree of ownership, professionalism, and confidentiality. This individual should be highly organized, proactive, dependable, and comfortable managing sensitive financial, personal, and corporate information as well as shifting priorities.

The successful candidate will anticipate needs, protect the Executive's time, maintain accurate and organized records, and ensure that important administrative, financial, and operational matters are handled accurately, efficiently, and with appropriate discretion.

Pay: $70,000.00 - $100,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person

Salary : $70,000 - $100,000