Executive Administrative Assistant

EAP, Inc. is a manufacturer's representative firm specializing in commercial and industrial HVAC equipment and systems. Located on the eastern side of the city of Cincinnati, EAP covers the Greater Cincinnati, Dayton and Columbus markets, as well as northern Kentucky and southeastern Indiana. For 40 years, EAP has provided equipment and design assistance to some of the area’s largest businesses and institutions, including Procter and Gamble, Children's Hospital Medical Center, The Christ Hospital, The Health Alliance Hospitals, Miami Valley Hospital, Cincinnati Bell, the University of Cincinnati, Xavier University, The Ohio State University, Northern Kentucky University, Cincinnati State, The University of Dayton, Wright State University, Fifth Third Bank, Wright Patterson Air Force Base and many more.

Learn More:

https://www.eapnet.com/About

Career Opportunity: Executive Administrative Assistant with EAP, Inc. in Cincinnati, OH

Are you a highly organized administrative professional with strong interpersonal skills? Do you thrive in a fast-paced environment where no two days are the same and you take pride in anticipating needs before they arise. If so, we want to hear from you. 

EAP, Inc. is currently seeking a full-time/on-site Executive Administrative Assistant who will serve as the operational backbone of the leadership team, managing schedules communications, and day-to-day office functions that keep our business running smoothly. We are a dynamic, close-knit team of fewer than 30 people looking for an exceptionally organized and proactive Executive Administrative Assistant.

Key Responsibilities:

• Provide high-level administrative support to the CEO and senior leadership team, including calendar management, travel coordination, and meeting preparation
• Serve as the primary point of contact for internal and external communications on behalf of executives; draft, proofread, and distribute correspondence and reports
• Plan and coordinate company meetings, board meetings, and off-site events; including logistics, agendas, materials, and follow-up action items
• Manage and maintain confidential files, records, contracts, and company documents with a high degree of discretion
• Support HR administration tasks including onboarding coordination, maintaining employee records, and scheduling interviews
• Oversee office operations including vendor relationships, supply ordering, and facility needs
• Track expenses, process invoices, and assist with budget reporting as needed
• Assist in accounts payable and accounts receivable, including processing vendor payments, issuing client invoices, and following up on outstanding balances
• Handle special projects and research assignments with minimal direction, delivering timely and thorough results
• Serve as a cultural ambassador, fostering a welcoming, well-organized, and positive office environment

Qualifications:

• 3+ years of experience in an executive assistant, administrative assistant, or office manager role
• Exceptional written and verbal communication skills
• Strong proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and/or Google Workspace
• Demonstrated ability to manage multiple priorities and deadlines with poise and accuracy
• High level of discretion when handling sensitive and confidential information
• Strong interpersonal skills and ability to build trust with executives, staff, and external stakeholders

Preferred Qualifications:

• Experience supporting C-suite executives in a small or growing company
• Familiarity with project management tools (Asana, Monday.com, Notion, or similar)
• Experience with basic bookkeeping or expense management tools (QuickBooks, Expensify, FreshBooks, or similar)
• Familiarity with accounts payable/receivable processes and basic financial recordkeeping
• Associates or bachelor’s degree in business administration or a related field

What We Offer:

• Competitive compensation
• Health, dental, and vision insurance
• Paid time off (PTO) and paid holidays
• Retirement savings plan with company contribution
• Professional development and training opportunities
• Flexible work arrangements considered after onboarding period
• Close-knit, collaborative team culture where your contributions are seen and valued