What are the responsibilities and job description for the Executive Administrator position at Whitmores?
Executive Administrator
East Hampton, NY
Company: Whitmores Inc.
Reports To: Chief Executive Officer
About Whitmores Inc.
Whitmores Inc. is a respected, family-owned landscape company with roots in East Hampton and Southampton, NY. Since 1945, we’ve been dedicated to excellence, tradition, and delivering high-quality service to our clients.
We are seeking a highly organized and proactive Executive Administrator to support our CEO and senior leadership team. This pivotal role ensures the seamless execution of daily operations—managing schedules, coordinating meetings, handling confidential communications, and supporting high-level projects.
Position Overview
The Executive Administrator will serve as the primary point of contact for the CEO and another senior leader, ensuring their day-to-day operations run smoothly. The ideal candidate is resourceful, detail-oriented, and thrives in a fast-paced, high-level support role where priorities shift quickly.
Key Responsibilities
- Manage and maintain executive calendars, including scheduling appointments, meetings, calls, and events.
- Plan and coordinate detailed travel arrangements (flights, accommodations, logistics).
- Draft, review, and respond to correspondence on behalf of the Executives.
- Prepare agendas, compile materials, distribute documents, attend meetings, take minutes, and track follow-up actions.
- Oversee project follow-up to ensure deadlines and assignments are met.
- Organize, file, and maintain confidential company and personal records (digital and physical).
- Handle sensitive information with the highest level of discretion and integrity.
- Provide occasional personal assistance to the CEO (e.g., appointments, reservations, or personal projects).
Qualifications
- Prior experience supporting C-level executives or senior management.
- Exceptional organizational and time-management skills with the ability to multitask and prioritize effectively.
- Strong written and verbal communication skills with professional presence.
- Proficiency in Microsoft Office Suite, Google Workspace, and collaboration platforms (e.g., Teams, Zoom).
- Sound judgment, discretion, and ability to handle confidential information.
- Proactive, independent worker who anticipates executive needs.
Compensation & Benefits
- Health and dental insurance (eligible after 30 days)
- Paid time off and holidays
- 401(k) plan
- Opportunities for professional growth and advancement