Executive Assistant
Summary:
Under the direction of the Chief Executive Officer, the Executive Assistant provides high-level administrative and organizational support to the Executive Team. This role manages complex scheduling, communications, travel, and reporting functions while maintaining the highest standards of professionalism, confidentiality, and efficiency. The Executive Assistant serves as a trusted partner to leadership, ensuring smooth day-to-day operations and supporting key strategic initiatives across the organization.
Essential Functions:
Under the direction of the Chief Executive Officer, the Executive Assistant provides high-level administrative and organizational support to the Executive Team. This role manages complex scheduling, communications, travel, and reporting functions while maintaining the highest standards of professionalism, confidentiality, and efficiency. The Executive Assistant serves as a trusted partner to leadership, ensuring smooth day-to-day operations and supporting key strategic initiatives across the organization.
Essential Functions:
- The Executive Assistant manages correspondence and inquiries, prioritizing and directing responses to the appropriate leaders as needed.
- This position coordinates complex calendars, meetings, conferences, and travel arrangements for the Executive Team.
- Responsibilities include preparing meeting agendas, notes, presentations, and internal communications with accuracy and attention to detail, as well as drafting and editing correspondence, reports, and documents to ensure consistency with company standards and executive style.
- The Executive Assistant maintains confidentiality and professionalism when handling sensitive information and communications, conducts research, compiles data for reports and special projects, and prepares recurring reports and metrics as required.
- This role supports cross-functional initiatives, committees, and company events to ensure timely follow-up and execution.
- Additional responsibilities include monitoring incoming mail, email, and communications; escalating matters requiring immediate attention; preparing expense reports and travel documentation; and maintaining organized electronic and paper filing systems.
- The position may assist with procuring supplies, technology, and materials needed to support efficient operations.
- The Executive Assistant operates and maintains office equipment and software, including Word, Excel, PowerPoint, Outlook, and Teams, and serves as a liaison between executives, internal teams, ownership, customers, and external partners.
- This position may also prepare newsletters, promotional materials, and internal presentations and perform other duties as assigned to support departmental and company objectives.
Qualifications and Experience:
- A minimum of five years of administrative or executive assistant experience is required, preferably supporting senior leadership in a corporate, logistics, or distribution environment.
- The successful candidate must possess exceptional organizational and time-management skills, with the ability to manage multiple priorities and deadlines.
- Excellent written and verbal communication skills, meticulous attention to detail, and advanced proficiency in Microsoft Office Suite are required. Familiarity with Teams, SharePoint, and other collaboration tools is preferred.
- Candidates must have strong interpersonal skills and the ability to build positive relationships at all organizational levels.
- The position requires the ability to handle confidential and sensitive information with discretion and sound judgment, along with demonstrated problem-solving skills and adaptability in a fast-paced environment.
- Candidates should possess a high level of initiative and self-motivation, with the ability to anticipate executive needs and take proactive steps to address them.
- A professional demeanor, exceptional discretion, tact, and emotional intelligence are also required.
Education and Certifications:
- A high school diploma or GED is required.
- An associate or bachelor’s degree in Business Administration, Communications, or a related field is preferred.