Executive Assistant

Role Summary

The Executive Assistant will provide high-level administrative support to the President, who is also a member of the company's Board and leadership team. This pivotal position involves managing calendars, coordinating meetings, facilitating communications, assisting with special projects, and ensuring efficient office functioning. The successful candidate must be proactive, detail-focused, highly organized, and uphold strict confidentiality.

Key Responsibilities

• Manage the President’s calendar by scheduling meetings and coordinating appointments with teams, vendors, and clients.
• Prepare and assemble materials for executive meetings, including agendas, presentations, reports, and minutes.
• Handle all executive correspondence, including emails, phone calls, and written communications on behalf of the CEO and leadership.
• Draft standard business communications such as letters and emails.
• Maintain organized filing systems and contact databases.
• Review and approve travel expense reports and reconcile company credit card use for executive management.
• Arrange travel logistics including reservations and itineraries for executives and guests.
• Monitor project timelines and deliverables, providing necessary follow-up support.
• Support assigned special projects and initiatives.
• Coordinate with vendors, subcontractors, and internal teams to support executive priorities.
• Assist with Board-related functions and meetings.
• Maintain confidential corporate documents and files with discretion.
• Oversee office management activities such as ordering supplies, coordinating maintenance, and managing service vendors.
• Plan and organize company events both internally and externally.

Qualifications and Skills

• Bachelor’s degree preferred or comparable work experience.
• At least five years of experience supporting executives within a fast-paced, dynamic workplace.
• Industry background in construction, flooring, or manufacturing is advantageous.
• Strong organizational capabilities and exceptional attention to detail.
• Ability to multitask effectively and prioritize competing demands.
• Excellent verbal and written communication skills.
• Reliable discretion and ability to handle confidential information appropriately.