Executive Administrator for the CEO

About the role

Maddox is seeking a highly capable, experienced Executive Administrator to provide direct, high-trust support to the CEO of a growing, multi-company organization spanning manufacturing, real estate, hospitality, and community initiatives.

This role is for an experienced EA who thrives close to executive decision-making and takes pride in protecting time, managing priorities, and ensuring disciplined execution.

Responsibilities

• Own and manage a complex executive calendar across multiple companies and initiatives
• Coordinate internal and external meetings, ensuring clear agendas, preparation, and follow-up
• Proactively identify conflicts, capacity constraints, and priority trade-offs
• Prepare daily and weekly briefing materials, agendas, and reminders
• Serve as a trusted point of contact for senior leaders, partners, advisors, and select external stakeholders
• Draft, review, and organize executive correspondence as directed
• Screen and prioritize inbound communications with sound judgment
• Track commitments, action items, and follow-through
• Coordinate travel, itineraries, and meeting logistics
• Assist with light project coordination and execution across multiple operating companies
• Organize and maintain files, records, and reference materials
• Assist with a small number of personal scheduling or coordination tasks that directly impact executive availability and focus

Requirements

• 3+ years of experience as an Executive Administrator to a senior executive – preferably a CEO in a large or mid-sized entrepreneurial, multi-entity environment
• Proven ability to manage complexity, competing priorities, and sensitive information in a fast-paced, evolving environment with a high attention to detail
• Exceptional organizational, written, and verbal communication skills
• Strong judgment, discretion, and personal integrity
• High proficiency in various productivity software in the Apple / Google ecosystem
• Ability to anticipate needs and operate with increasing autonomy

Qualifications

You are calm, organized, and unflappable in complex environments

You have strong judgment and know what to escalate, what to handle independently, and what to decline

You take pride in being prepared, proactive, and reliable

You communicate clearly and professionally in writing and conversation

You are comfortable working in close proximity to senior leadership and sensitive information

You prefer disciplined systems over chaos and loose ends

Benefits

• Comprehensive full-time benefits package averaging $20,000+ per year
• Health & wellness benefits (insurance or cash-in-lieu options)
• Paid maternity and paternity leave
• 401(k) with 100% match up to 8% of wages
• Paid holidays, PTO, and family-life gifts
• Vision, dental, disability, life insurance, and other voluntary benefits

Pay

Annual Range $90,000—$110,000 USD

Pay range = (wages + bonus)

Schedule

Full-time

In-office role based in Battle Ground, WA (not remote) but has flexibility for work-from-home during times when the CEO is out of office

Availability to travel; Depending on the candidate, this person may travel with the CEO at least once per month

With paid travel time and normal business hours, this role averages ~50 hours per week