Executive Assistant

About the role

The Executive Assistant (EA) provides senior-level administrative and operational support to the CEO, CFO, and three executives/presidents. This role serves as a trusted partner to senior leadership, managing complex executive schedules, board-related activities, communications, travel, and special projects while ensuring the efficient operation of the Executive Office. The EA leads a small administrative support team and provides oversight of key administrative functions, including front desk operations and executive office processes.

Responsibilities

• Executive Support & Board Administration
  • Serve as a trusted partner to the CEO, CFO, and three executives/presidents by proactively managing complex calendars, meeting schedules, competing priorities, and time-sensitive requests.
  • Coordinate domestic and international travel arrangements, including itineraries, accommodations, transportation, agendas, and related logistics.
  • Support executive and board governance activities through the preparation, coordination, and distribution of meeting materials, presentations, correspondence, documentation, and follow-up actions.
• Administrative Leadership
  • Lead and develop administrative support staff, including the Corporate Receptionist and Mailroom Administrator, through coaching, performance management, and ongoing employee development.
  • Partner with Human Resources and executive leadership on recruiting, onboarding, performance concerns, corrective action, and other employee matters as needed.
  • Establish, document, and continuously improve administrative processes, procedures, and service standards.
• Executive Office & Operational Management
  • Oversee administrative operations for executive leadership, including facilities coordination, office moves, technology setup, and other operational activities.
  • Manage executive travel programs and maintain effective relationships with travel vendors and service providers.
  • Serve as a primary escalation point for Executive Office operational issues and emergencies, ensuring appropriate communication with leadership.
  • Manage and maintain Executive Office communications, ensuring professionalism, accuracy, and timeliness.
• Events, Corporate Initiatives & Special Projects
  • Plan and support executive meetings, employee events, board functions, charitable initiatives, and other company-sponsored activities.
  • Lead or support special projects and initiatives assigned by senior leadership.
  • Perform other duties and projects as assigned.

Requirements

• Minimum 7 years of progressive executive administrative support experience, including direct support of senior executives or C-suite leaders.
• Prior experience managing or supervising employees, including performance management, coaching, and employee development.
• Demonstrated experience supporting multiple executives and coordinating complex calendars, travel, meetings, executive communications, and board-related activities.
• Experience overseeing administrative operations, office management functions, or administrative support services.
• Exceptional organizational, communication, prioritization, and project coordination skills, with the ability to effectively manage competing priorities in a fast-paced environment.
• Advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Proven ability to exercise sound judgment, maintain confidentiality, and work independently with minimal supervision.
• Nice to have: Experience supporting executives in a multi-location or multinational organization.

Supervisory Responsibilities

• Corporate Receptionist and Mailroom Administrator

Work Environment

• Exposure to computer screens.
• The noise level in the work environment is usually moderate.
• Required job duties are normally performed in a climate-controlled office environment.
• This position is fully on-site and requires regular attendance in the office five (5) days per week.

Pay

$90,000 - $120,000 per year, depending on experience.

Benefits

• Medical, dental, and vision insurance for eligible employees and their families.
• Basic life and accidental death insurance.
• Paid disability insurance, including paid parental leave if eligible.
• Employee Assistance Program.
• Paid sick and vacation time, and company holidays if eligible.
• Paid bereavement leave and paid jury duty.
• 401k plan and a retirement plan.
• Discretionary and/or metric-based bonuses dependent on position.