Position Overview
The Executive Assistant provides comprehensive, high-level administrative and strategic support to the executive leadership team, including the CEO, COO, CAO, and CFO. This role is crucial for ensuring departmental policies are upheld on behalf of the executives while seamlessly managing administrative tasks, cross-departmental coordination, and company compliance in a fast-paced environment.
Key Responsibilities:
Strategic Asset & Information Tracking
Resource Management: Maintain comprehensive tracking and asset registers for all company equipment, fleet, and physical assets.
Accountability Mapping: Manage and update organizational accountability charts to monitor task delegation and identify responsible personnel.
Documentation Control: Oversee the master document registers to track official company compliance documents and ensure informational FAQs remain accurate and current.
Access & Security Oversight: Maintain facility access registers and coordinate the tracking of issued ID cards and security permissions.
Software Administration: Administer user registers, track software licenses, and oversee internal user account management.
Administrative & Operational Support
Task Monitoring: Develop and maintain role-specific task lists to monitor the periodic completion of required duties across various company divisions.
Correspondence Management: Screen, prioritize, and organize executive-level emails, voicemails, and high-priority communications.
Document Management: Maintain, audit, and update required data spreadsheets alongside the company’s cloud-sharing folders and digital filing systems.
Financial Administration: Complete necessary corporate expense forms and handle the timely reconciliation and submission of receipts.
Leadership & Compliance
Direction & Coordination: Provide leadership and clear direction to department employees to ensure executive tasks and timelines are understood and executed.
Policy Enforcement: Assist in ensuring all company policies and operational procedures are strictly followed.
Process Improvement: Research industry trends and pursue ongoing professional development to refine and optimize current company procedures.
Facility & Strategic Research
Environment Standards: Ensure executive work areas and regional property are kept professional, organized, and clear.
Strategic Research: Perform comprehensive market and industry research to support executive outreach, business development, and decision-making.
Qualifications & Experience
Experience: Minimum of 2 years of experience in an executive assistant or senior administrative role supporting C-suite executives.
Location: Based out of our headquarters in the 18644 area. This position is eligible for limited remote work flexibility.
Required Skills
Core Professional Skills
Communication: Exceptional verbal and written proficiency with the ability to confidently present information to stakeholders and negotiate effectively.
Problem-Solving & Conflict Resolution: Strong critical thinking skills to troubleshoot issues efficiently and mediate internal or client-facing disputes professionally.
Time Management: Proven ability to prioritize heavy workloads, manage complex calendars, and meet strict deadlines.
Adaptability: High flexibility to function effectively in fast-paced, high-pressure, and dynamic work environments.
Attention to Detail: Absolute commitment to accuracy in data entry, compliance management, and high-quality administrative workmanship.
Technical & Compliance Skills
Software Proficiency: Advanced proficiency in Microsoft Office Suite (Excel, Word, Outlook), SharePoint, and standard ERP/CRM systems.
Data Analysis: Ability to interpret complex operational data to help drive executive decision-making and identify workflow bottlenecks.
Record Keeping: Mastery of maintaining accurate digital and physical file structures, document control systems, and logs.
Regulatory Compliance: General understanding or ability to quickly learn relevant labor laws (HR) or foundational financial regulations (Accounting).
Job Details & Compensation
Classification: Full-Time, Exempt
Department: Executive
Salary Range: Competitive and varies based on experience, qualifications, and project requirements. Detailed compensation packages will be discussed during the interview and offer stage.
Equal Opportunity Employer
The Company provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal law requirements, the Company complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities.
