The Role
Provides executive and leadership support through complex calendar management, meeting and board coordination, travel arrangements, expense reporting, correspondence, confidential information handling, visitor coordination, events, and office administration. Serves as the front-office contact for visitors, callers, suppliers, customers, and new hires while maintaining office organization, mail, records, and shared spaces. Requires strong communication, discretion, organization, Microsoft Office proficiency, and 3–5 years of administrative experience.
Summary Generated by Built In
Title: Executive Assistant
Job Type: Full time
Location: Durham, NC 27703
Summary: The Executive Assistant provides administrative and organizational support to the President & CEO and the executive leadership team, while serving as the first point of contact for visitors, callers, and new hires at our Durham office.
Essential Duties and Responsibilities:
Executive Leadership Support
- Manage complex calendars for the President & CEO and members of the executive team, including scheduling meetings, resolving conflicts, and prioritizing time-sensitive requests
- Coordinate executive and leadership team meetings
- Support Board of Directors meetings, including scheduling, preparing and distributing board packets, and coordinating logistics
- Arrange domestic and international travel, including flights, lodging, ground transportation, and itineraries for executives and visiting customers or partners
- Prepare, process, and reconcile expense reports for executives and VPs in a timely, accurate manner
- Draft, edit, and format correspondence, presentations, reports, and spreadsheets on behalf of leadership
- Screen and prioritize incoming calls, emails, and requests for executives, responding directly or routing to the right person
- Handle confidential and sensitive information (financial, personnel, customer, and strategic) with discretion
- Coordinate visits from customers, auditors, suppliers, and other guests hosted by leadership, including agendas, facility tours, and catering
- Plan and support leadership offsites, company-wide meetings, and employee events
- Maintain organized electronic and physical files for the executive team, in line with company document control practices
- Act as a liaison between the executive team and internal departments to follow up on deadlines and requests
Front Office and Reception
- Greet visitors and provide general support to visitors and the employees they are meeting
- Oversee visitor sign-ins and visitor badge distribution, following site safety and security procedures
- Answer and direct incoming calls to the main line
- Coordinate inbound and outbound office mail and deliveries
- Coordinate and organize office activities
- Maintain the general appearance of the front office and shared spaces
- Assist HR with coordinating and greeting new hires
- Other duties as required
Desired Education:
High School Diploma or equivalent required; Associate's or Bachelor's degree preferred
Desired Skills & Experience:
- 3–5 years of administrative experience, including at least 2 years supporting senior leaders or executives
- Advanced skills in the MS Office suite (Outlook, Word, Excel, PowerPoint) and Teams; experience with SharePoint a plus
- Proven ability to manage multiple calendars and competing priorities in a fast-paced environment
- Excellent written and verbal communication skills, with a professional, welcoming presence
- Ability to use excellent judgement and discretion with confidential information
- Strong organizational skills, attention to detail, and follow-through
- Self-starter who anticipates needs and can work independently with minimal direction
- Strong work ethic and a customer-service mindset
- Experience in a manufacturing or regulated (ISO/quality) environment a plus
Work Environment:
- Work is normally performed in a climate-controlled office environment, with occasional time in a heated manufacturing and warehouse facility (e.g., escorting visitors on tours)
- The noise level in the work environment is usually low to moderate
- Occasional work outside normal business hours may be required to support board meetings, executive travel, or company events
Skills Required
- High school diploma or equivalent
- 3–5 years of administrative experience
- At least 2 years supporting senior leaders or executives
- Advanced proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint
- Proficiency with Microsoft Teams
- Ability to manage multiple calendars and competing priorities
- Excellent written and verbal communication skills
- Professional and welcoming presence
- Sound judgment and discretion with confidential information
- Strong organizational skills, attention to detail, and follow-through
- Ability to work independently with minimal direction
- Associate's or bachelor's degree
- SharePoint experience
- Experience in a manufacturing or regulated ISO/quality environment
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The Company
What We Do
At Carolina Components Group, our commitment to quality and customer service is unsurpassed. Backed by a full range of products such as stainless steel tube & fittings, diaphragm valves and process hoses, we are able to provide fluid handling solutions when you need them.
