Executive Administrator

The Executive Assistant will manage a wide range of administrative tasks, coordinate activities, and assist with the execution of key projects. This is a dynamic and high-visibility position that requires exceptional communication skills, discretion, and the ability to work effectively in a fast-paced, high-stakes environment. This is an in office position.

• Calendar Management: Coordinate and manage the CEO’s daily schedule, including appointments, meetings, and travel arrangements. Ensure time is effectively prioritized and that the CEO is fully prepared for all engagements. Coordinate leadership team’s travel arrangements as needed.
• Communication Liaison: Act as a primary point of contact for internal and external communications to the CEO and CFO. Screen, prioritize, and respond to emails, phone calls, and inquiries.
• Meeting Coordination: Organize meetings, briefings, and presentations, including preparation of agendas, materials, and notes. Take detailed meeting minutes when needed and follow up on action items.
• Event Coordination:  Plan and organize company events to include board meetings, leadership meetings and other events. This will include venue selection, food and beverage, guests and other items as requested.
• Travel and Logistics: Handle all aspects of domestic and international travel arrangements for the CEO, including flight bookings, accommodations, transportation, and scheduling meetings.
• Confidentiality & Discretion: Maintain strict confidentiality of sensitive company and executive matters. Handle confidential information with discretion and professionalism.
• Project Assistance: Assist the CEO with various strategic and operational projects, including research, data compilation, and coordination of initiatives across departments.
• Document Management: Prepare reports, presentations, and correspondence for the CEO’s review. Ensure documents are organized and easily accessible.
• Board and Executive Team Support: Coordinate logistics for board meetings and ensure that necessary materials are prepared in advance. Assist with communication between the CEO and board members.
• Office Ordering: Responsible for maintaining office and kitchen supplies.
• Additional responsibilities and tasks as needed.

Knowledge, ability and skills:

• • Exceptional organizational and time-management skills.
  • Strong written and verbal communication skills.
  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Ability to multitask, prioritize, and meet deadlines.
  • Strong attention to detail with the ability to manage multiple high-level projects simultaneously.
  • Discretion and integrity in handling confidential information.
  • Strong interpersonal skills, with the ability to interact effectively with C-suite executives, senior leaders, employees, and external stakeholders.
  • Proactive, self-starter with the ability to work independently.
  • Adaptable to changing priorities and capable of thinking on your feet.
  • Strong problem-solving and critical-thinking abilities.

Minimum previous experience/qualification:

• Experience: Minimum of 5 years of executive assistant or senior administrative support experience, ideally within the manufacturing or in a fast-paced, publicly traded environment.
• Education: Bachelor’s degree preferred or equivalent work experience.