Administrative Assistant

Summary

The Administrative Assistant provides administrative support to the Chief Executive Officer and the leadership team, managing calendars, coordinating meetings and travel, preparing documents and correspondence, and handling the day-to-day work that keeps executive operations running. This position reports to the Chief Executive Officer and works across all departments. The role requires discretion and sound judgment, as it has regular access to confidential business, financial, and personnel information.

 Roles & Responsibilities

• Executive support:
  • Manage the CEO's calendar, including scheduling, prioritizing, and resolving conflicts across competing commitments.
  • Coordinate travel arrangements, including flights, lodging, ground transportation, and detailed itineraries.
  • Prepare and submit expense reports for the CEO and members of the leadership team.
  • Draft, proofread, and format correspondence and reports on behalf of the CEO.
  • Build and format PowerPoint presentations for executive, board, and company-wide meetings, including charts, data visuals, and company branding.
  • Screen and route incoming calls, mail, and requests, handling routine matters independently.
• Leadership team and meeting support:
  • Schedule and coordinate leadership team meetings, including agendas, materials, and logistics.
  • Attend meetings as requested, record minutes, and track action items through to completion.
  • Assemble and distribute board and executive meeting materials in advance of scheduled meetings.
  • Support the leadership team on company-wide communications and employee events.
  • Maintain shared calendars for leadership travel, holidays, and key company deadlines.
• Office and administrative operations:
  • Maintain organized physical and electronic filing systems for executive records.
  • Greet and direct visitors and coordinate hospitality for customers, dealers, and vendors on site.
  • Order and manage office supplies and coordinate with vendors and building services.
  • Maintain confidentiality of executive, financial, and personnel information at all times.
• Other duties as assigned

Job Requirements

Education and/or Experience 

• High school diploma or equivalent required; associate's or bachelor's degree preferred.
• 5+ years of experience supporting executives, ideally at the C-suite level.
• Experience coordinating travel, expense reporting, and meeting logistics.

Functional/Technical Knowledge, Skills & Abilities:

• Communication/Language Skills
  • Excellent communication skills (written and verbal) are a must.
  • Ability to read and comprehend documents and follow instructions.
  • Strong writing and proofreading skills, including accurate spelling and grammar.
  • Professional presence when interacting with customers, dealers, vendors, and employees at all levels.
• Technical Competencies
  • Proficient in MS Office products (Excel, Word, MS Outlook, MS PowerPoint, SharePoint, OneDrive).
  • Advanced PowerPoint skills, including building decks from raw content and applying company brand standards.
  • Proficient with AI tools for drafting, summarizing, and research support, with sound judgment about verifying output before it is used.
  • Ability to manage complex Outlook calendars and coordinate scheduling across multiple parties.
  • Comfort learning and working within new business systems and tools.
• Work Habits
  • Extreme attention to detail and accuracy.
  • Discretion and sound judgment in handling confidential business, financial, and personnel information.
  • Ability to prioritize competing requests from multiple executives and meet deadlines with minimal supervision.
  • Ability to work independently with minimal supervision and to work in a team environment. Must be flexible to workdays, nights, or weekends if necessary.
  • Must adhere to all safety rules, policies and regulations in relationship to OSHA and Mark VII Equipment standards.

Physical Requirements:

• Ability to lift and/or move up to 20 lbs.
• Ability to stand, walk, bend, kneel, stoop, crouch and use hands to grip regularly.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
• Prolonged periods of sitting at a computer.
• Maintain a professional appearance and grooming standards as outlined.

Note: This job description is not intended to be an exhaustive list of all duties, responsibilities or qualifications associated with the job.