Position Summary
We are seeking a highly organized, proactive, and professional Executive Administrative Assistant to provide high-level administrative and operational support to our President. This is a key position that requires exceptional judgment, discretion, communication skills, attention to detail, and the ability to anticipate needs in a fast-paced, results-driven environment.
Reporting directly to the President, the Executive Administrative Assistant will serve as a trusted partner and primary point of contact for internal and external stakeholders regarding matters related to the President’s Office. This individual will manage a dynamic executive calendar, coordinate meetings and communications, assist with special projects, and ensure the President is prepared and supported in day-to-day activities.
The ideal candidate is resourceful, highly detail-oriented, adaptable, and comfortable working independently while collaborating with senior leadership, employees, customers, vendors, board members, and other external partners. This individual must be able to manage competing priorities, maintain confidentiality, exercise sound judgment, and consistently represent the President and the organization in a professional manner.
In addition to executive support responsibilities, this position will provide light administrative support to the Human Resources function as needed. This may include assisting with onboarding, employee documentation, HR communications, scheduling, and other routine administrative activities.
This is an excellent opportunity for an experienced Executive Assistant who enjoys working in a collaborative, entrepreneurial, and fast-paced environment and takes pride in being an integral part of the leadership team.
Essential Duties and Responsibilities:
- Manage and maintain the President’s daily schedule, including scheduling, prioritizing, and coordinating meetings, appointments, and commitments, reserving meeting spaces.
- Prepare the President for meetings by organizing agendas, presentations, reports, briefing materials, and other necessary information.
- Monitor and manage incoming correspondence, emails, phone calls, and other communications on behalf of the President, as appropriate.
- Coordinate communications and outreach on behalf of the President as needed. Draft, proofread, and edit correspondence, presentations, reports, agendas, meeting notes, and other executive communications.
- Track and follow up on action items, commitments, and deadlines resulting from meetings and conversations.
- Serve as a professional gatekeeper and liaison for the President while exercising sound judgment regarding priorities, access, and communications.
- Anticipate the President’s needs and proactively identify upcoming priorities, potential issues, and opportunities.
- Maintain organized electronic and physical files, records, and confidential documents.
- Handle confidential and sensitive information with the highest level of discretion.
- Represent the President’s Office with professionalism, discretion, responsiveness, and a high level of customer service.
- Coordinate and monitor special projects assigned by the President, ensuring deadlines and deliverables are met.
- Follow up with internal teams and external partners on projects and initiatives on behalf of the President.
- Assist with company-wide initiatives, events, and special assignments as directed.
- Identify opportunities to improve administrative processes, communication, and organizational efficiency.
- Coordinate domestic and international travel arrangements, including flights, hotels, transportation, itineraries, and meeting schedules.
- Prepare detailed travel itineraries and ensure the President has all necessary information and materials prior to travel.
- Coordinate changes to travel arrangements and resolve scheduling or logistical issues as they arise.
- Assist with expense reports, receipts, invoices, and other administrative documentation.
Human Resources Administrative Support
- Provide general administrative support to the Human Resources team as needed.
- Assist with routine HR administrative tasks, including maintaining employee files, organizing HR documentation, and preparing employee-related materials.
- Assist with onboarding and offboarding administrative tasks, including preparing paperwork, coordinating schedules, and ensuring required documentation is completed.
- Support the coordination of new hire orientations, employee meetings, and other HR-related activities.
- Assist with maintaining accurate employee information and records within HRIS and other company systems.
- Help distribute company communications, policies, benefits information, and other HR-related materials to employees.
- Provide administrative assistance with benefits enrollment, employee communications, and other HR initiatives as needed.
- Assist with scheduling interviews and coordinating candidate communications when requested.
- Maintain strict confidentiality when handling employee information and other sensitive HR matters.
- Assist with HR projects, employee engagement initiatives, and other administrative assignments as needed.
- Provide backup administrative support for routine HR needs while referring employee relations, compliance, and other sensitive matters to the appropriate HR team member.
Other Administrative Support
- Provide backup administrative support to members of the executive leadership team as needed.
- Assist with preparation and organization of executive reports, presentations, and business documents.
- Manage confidential records and documentation.
- Assist with company events, meetings, and special projects.
- Monitor deadlines and follow up with appropriate individuals to ensure commitments are completed.
- Take initiative to identify administrative needs and develop solutions to improve efficiency.
- Perform other duties and special projects as assigned by the President or senior leadership.
Qualifications & Skills
- 5–10+ years of experience providing high-level administrative or executive support, preferably supporting a President, C-Suite executives, or senior leadership team.
- Prior experience providing administrative HR support preferred.
- Proven ability to manage complex calendars, competing priorities, and multiple deadlines.
- Excellent organizational ,written, verbal, electronic, and interpersonal communication skills.
- Strong proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
- Ability to quickly learn and effectively utilize various software systems, HRIS platforms, and technology tools.
- Demonstrated ability to proactively identify problems, evaluate options, and recommend solutions.
- Strong judgment and decision-making skills.
- Ability to handle confidential and sensitive information with professionalism and discretion.
- Highly resourceful, self-motivated, and capable of working independently with minimal direction.
- Strong ability to build trust, credibility, and consensus with individuals at all levels of an organization.
- Forward-thinking mindset with the ability to anticipate needs and take initiative.
- Strong follow-through and accountability.
- Ability to interact professionally and effectively with executives, employees, customers, vendors, and external partners.
We are an Equal Opportunity Employer. We are committed to creating an inclusive workplace where all employees and applicants are treated with respect and dignity. Employment decisions are made without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, veteran status, or any other protected characteristic under applicable federal, state, or local law.
We value diversity and are committed to fostering an environment where everyone has the opportunity to succeed. If you require a reasonable accommodation during the application or interview process, please contact Human Resources.
Pay: $70,000.00 - $95,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Professional development assistance
- Referral program
- Vision insurance
Work Location: In person
