Executive Assistant

Description

GENERAL SUMMARY:

Provides high-level, proactive administrative and operational support to the CEO and executive team. This role protects and leverages executive time, anticipates needs, coordinates complex priorities, meetings and travel, and ensures commitments are tracked through completion. The Executive Assistant serves as a trusted liaison with board members, leaders, employees, candidates, vendors and external stakeholders, exercising sound judgment and discretion in a fast-paced environment. 

PRINCIPAL DUTIES AND RESPONSIBILITIES:

Executive Efficiency and Calendar Management

• Own and strategically manage complex calendars for the CEO and supported executives, prioritizing appointments and protecting time for the highest-value activities. 
• Anticipate scheduling conflicts, travel time, missing information, room or technology needs, and other potential issues; resolve concerns before they disrupt the day. 
• Conduct regular one-on-one planning and maximization meetings with supported executives to align priorities, upcoming commitments and needed follow-up. 
• Proactively identify opportunities to improve executive effectiveness, administrative processes and team coordination, including thoughtful use of productivity tools and technology. 
• Prioritize requests appropriately and make routine decisions on behalf of executives within established parameters. 

Meeting, Travel and Event Coordination

• Strategically plan and coordinate internal and external meetings, including executive, board, shareholder, strategy and other high-priority sessions. 
• Prepare agendas, materials, meeting rooms, virtual meeting technology, meals, invites and other logistics; communicate clear instructions to participants. 
• Arrange travel, accommodations and itineraries for executives and guests, anticipating changes and avoiding preventable surprises. 
• Capture and distribute meeting notes when requested, organize documents in Teams or other designated sites, and track action items through completion. 
• Coordinate plant tours, required safety equipment, company aircraft use, vendors and other specialized meeting or travel requirements while managing within budget. 

Communication and Stakeholder Support

• Serve as a trusted point of contact between the CEO, executive team, board members, employees, candidates, customers, outside counsel, professional organizations, and other external stakeholders. 
• Draft, edit and coordinate professional correspondence, presentations, reports, spreadsheets and other executive communications with accuracy and appropriate tone. 
• Proactively facilitate timely information flow, seek needed input from leaders and departments, and follow up to ensure requests are completed. 
• Receive and support visitors, creating a professional, welcoming experience while minimizing unnecessary demands on executive time. 
• Handle confidential business, employee, board, and executive information with the highest level of discretion. 

Administrative and Business Support

• Produce and maintain accurate executive, shareholder, board and weekly business reports, presentations and related documents. 
• Organize and maintain files, records, subscriptions, professional services and executive-team documents so information is current, secure and easily retrievable. 
• Complete expense reports and route invoices and credit card expenses accurately and on time. 
• Manage select vendor relationships, office supplies, executive conference room readiness, mail and related administrative processes. 
• Support executive recruiting coordination and candidate communications, including scheduling and logistical support. 
• Coordinate employee touches, care packages, recognition items, charitable requests and company merchandise as assigned. 
• Perform research and special projects, compile requested information and recommend practical solutions. 
• Pursue ongoing professional development, seek best practices and consistently demonstrate Company core values.

Requirements

QUALIFICATIONS AND CAPABILITIES

• Demonstrated 5 yrs+ experience providing high-level administrative support to a CEO, president, senior executive or executive team. 
• Proven ability to manage multiple priorities, exercise independent judgment and deliver accurate work under changing deadlines. 
• Exceptional written, verbal and interpersonal communication skills, with confidence interacting at all organizational levels. 
• Advanced proficiency with Microsoft 365 and related productivity and collaboration tools, including Outlook, Word, Excel, PowerPoint and Teams. 
• Strong attention to detail, problem-solving ability, business acumen and commitment to follow-through. 
• Ability to maintain strict confidentiality and handle sensitive matters with professionalism and discretion. 
• Flexibility to support occasional early, evening or travel-related needs based on executive and business schedules. 

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