Executive Assistant

Position Summary

We are seeking a highly organized, proactive, and professional Executive Assistant to provide comprehensive administrative and organizational support to senior executive leadership. The successful candidate will be a trusted partner who can manage complex schedules, coordinate meetings and travel, prepare executive-level materials, and help ensure priorities and follow-up actions are executed effectively. This role requires strong judgment, discretion, attention to detail, excellent communication skills, and the ability to work effectively in a fast-paced and dynamic business environment.

Executive & Administrative Support

• Provide day-to-day administrative support to senior executive leadership.
• Manage complex calendars, appointments, meetings, and executive priorities.
• Proactively identify scheduling conflicts and recommend solutions.
• Screen and prioritize meeting requests, communications, and other demands on executive time.
• Handle confidential and sensitive business information with a high degree of discretion and professionalism.

Meeting Coordination & Follow-Up

• Cook up leadership, customer, Board, investor, banking, and other important meetings as needed.
• Prepare meeting agendas, presentation materials, briefing documents, and supporting information.
• Take meeting notes and maintain clear action-item lists when requested.
• Track commitments, deadlines, and follow-up items to help ensure timely completion.
• Cook up with internal functions and external parties to obtain information required for executive meetings.

Travel & Expense Management

• Coordinate domestic and international travel, including flights, hotels, ground transportation, and detailed itineraries.
• Anticipate travel requirements and proactively address schedule changes or disruptions.
• Prepare and process expense reports accurately and on a timely basis.
• Maintain appropriate travel and expense documentation.

Communications & Document Support

• Draft, review, format, and proofread emails, correspondence, presentations, reports, and other executive communications.
• Aid in preparing PowerPoint presentations and Excel-based information for management and executive meetings.
• Maintain organized electronic files and executive records.
• Support distribution and coordination of confidential materials.

Cross-Functional Coordination

• Serve as an effective liaison between executive leadership and employees, customers, suppliers, professional advisors, and other external stakeholders.
• Work closely with Finance, Operations, Sales, Engineering, Human Resources, Legal, and other functions as required.
• Facilitate communication and information flow across functions and help resolve administrative or scheduling issues.
• All other duties as assigned by management.

Requirements

• Bachelor's degree preferred.
• At least 2+ years of executive administrative experience, preferably supporting C-suite or senior executives.
• Experience working in a public company, manufacturing, industrial, or similarly fast-paced corporate environment is preferred.
• Strong proficiency in Microsoft Outlook, PowerPoint, Excel, Word, and Teams.
• Excellent written and verbal communication skills.
• Strong organizational, planning, and time-management capabilities.
• Demonstrated ability to manage multiple priorities and deadlines with limited supervision.
• High level of accuracy and attention to detail.
• Strong interpersonal skills and ability to work effectively with individuals at all levels of an organization.
• Ability to exercise sound judgment and maintain strict confidentiality.
• Flexibility to accommodate changing executive priorities and occasional activities outside normal business hours.

Key Competencies

• Proactive and resourceful – anticipates needs rather than waiting for direction.
• Highly organized – effectively manages multiple priorities, schedules, and follow-up items.
• Strong judgment – understands priorities and knows when issues require executive attention.
• Professional and discreet – handles confidential information appropriately.
• Detail-oriented – produces accurate, high-quality work.
• Strong communicator – communicates clearly and professionally with internal and external stakeholders.
• Accountable – takes ownership of assignments and follows through to completion.
• Adaptable – remains effective when schedules and priorities change quickly.

Benefits

• Drug-free workplace.
• EEO company.
• Wide range of benefits including medical, dental, and vision coverage, pet insurance, discounted prescription plans, 401k match, life insurance and AD&D, short- and long-term disability, and an employee assistance program.