Executive Assistant

Position Summary

The Executive Assistant provides high-level administrative and operational support to senior leadership while serving as a trusted partner in managing daily priorities and strategic initiatives. This role requires exceptional organizational skills, discretion, professionalism, and the ability to anticipate needs in a fast-paced environment. The Executive Assistant will coordinate executive calendars, communications, meetings, travel, and special projects while facilitating collaboration across departments.

The ideal candidate is resourceful, detail-oriented, adaptable, and capable of managing multiple confidential priorities with efficiency and professionalism.

Key Responsibilities

• Provide direct administrative support to executive leadership.
• Manage complex calendars, schedule meetings, appointments, and conference calls.
• Coordinate domestic travel arrangements, accommodations, and detailed itineraries.
• Prepare correspondence, reports, presentations, meeting agendas, and executive-level documents.
• Screen and prioritize phone calls, emails, and other communications on behalf of executives.
• Coordinate executive meetings, prepare meeting materials, record minutes, and track follow-up action items.
• Maintain confidential company, employee, financial, and customer information with the highest level of discretion.
• Support strategic initiatives by coordinating projects, deadlines, and cross-functional communication.
• Assist with contract administration, document management, and executive approvals.
• Organize company events, leadership meetings, customer visits, and internal functions.
• Prepare expense reports, purchase requests, and executive reimbursements.
• Collaborate with accounting, operations, sales, service, and human resources to ensure efficient communication and workflow.
• Maintain organized electronic and physical filing systems.
• Manage office correspondence, incoming mail, and priority communications.
• Perform research, compile data, and generate reports using Microsoft Office and internal management systems.
• Handle special projects and perform additional administrative duties as assigned.

Required Qualifications

• High school diploma or equivalent required.
• Associate's or Bachelor's degree in Business Administration or a related field preferred.
• Minimum of 3 years of Executive Assistant, Administrative Assistant, or high-level office support experience.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, and Teams).
• Excellent written, verbal, and interpersonal communication skills.
• Exceptional organizational, time management, and multitasking abilities.
• Strong attention to detail with outstanding problem-solving skills.
• Ability to work independently while managing competing priorities.
• High level of professionalism, discretion, and confidentiality.

Preferred Qualifications

• Experience supporting executives in the construction, equipment rental, industrial, transportation, or manufacturing industries.
• Experience coordinating executive travel, board meetings, and company events.
• Familiarity with ERP systems, QuickBooks, or similar business software.
• Project coordination or office management experience.

Skills

• Executive support
• Calendar and schedule management
• Executive communications
• Meeting coordination
• Travel planning
• Project coordination
• Confidential document management
• Office administration
• Customer and vendor relations
• Microsoft Office Suite
• Organizational and time management
• Multitasking
• Problem-solving
• Professional communication
• Attention to detail

Physical Requirements

• Ability to sit for extended periods while working at a computer.
• Occasionally lift and carry office supplies weighing up to 25 pounds.
• Ability to move throughout the office as needed.
• Manual dexterity to operate office equipment, including computers, printers, and telephones.

Benefits

Eligible employees may receive:

• Competitive pay
• Health, dental, and vision insurance
• Paid time off (PTO)
• Paid holidays
• 401(k) retirement plan with company match (if offered)
• Employee training and professional development opportunities
• Career advancement opportunities
• Supportive and collaborative team environment