Admin - Executive Assistant
About The Position
Executive Administrative Assistant We are seeking a highly skilled and experienced Executive Administrative Assistant to support our leadership team in a fast-paced, dynamic environment. This role requires a polished professional who thrives under pressure, can seamlessly shift priorities, and anticipates needs before they arise. The ideal candidate is proactive, detail-oriented, and operates with a high level of discretion and professionalism. You must be comfortable managing multiple priorities, navigating changing demands, and acting as a trusted partner to leadership. If you are someone who takes initiative, communicates effectively, and brings structure and efficiency to complex environments, we want to hear from you. Executive Support and Core Administrative Responsibilities Answer and direct phone calls, emails, and general inquiries Greet visitors and maintain a professional front office environment Manage Executive calendars, schedule meetings, and coordinate appointments Assist with meeting setup (agendas, materials, notes, follow-ups) Prepare and distribute correspondence, memos, and reports Maintain organized filing systems (electronic and physical) Strategic Operations & Coordination Order and manage office supplies and inventory Coordinate office maintenance, vendors, and service requests Support company events, training, and team activities Coordinate detailed travel arrangements Track key projects, deadlines, and deliverables to ensure execution Assist Executives by gathering data, conducting research, and summarizing findings Data Entry & Reporting Assist with certified payroll reporting and compliance tracking Review fuel reports and notate any discrepanciesTrack and compile reports (KPIs, project tracking, or metrics) Assist with document control and record retention Update databases, spreadsheets, and company logs HR & Compliance Support Assist with tracking the recruiting system Assist with onboarding (new hire paperwork, orientation scheduling) Assist with Annual employee file audits and archives Project & Department Support Prepare documentation for licensing and application processes COI – Insurance processingTracking & maintain business licensing renewalsAssist with project documentation and contract tracking General Expectations Maintain confidentiality of sensitive information Demonstrate strong organizational and time-management skills Handle multiple priorities in a fast-paced environment Provide excellent customer service internally and externally This is a Full-Time, in office position$30.00 an hour PTO 401(k) MedicalVision insurance Dental insurance
Requirements
- highly skilled and experienced
- thrives under pressure
- can seamlessly shift priorities
- anticipates needs before they arise
- proactive
- detail-oriented
- operates with a high level of discretion and professionalism
- comfortable managing multiple priorities
- navigating changing demands
- acting as a trusted partner to leadership
- takes initiative
- communicates effectively
- brings structure and efficiency to complex environments
- strong organizational and time-management skills
Responsibilities
- Answer and direct phone calls, emails, and general inquiries
- Greet visitors and maintain a professional front office environment
- Manage Executive calendars, schedule meetings, and coordinate appointments
- Assist with meeting setup (agendas, materials, notes, follow-ups)
- Prepare and distribute correspondence, memos, and reports
- Maintain organized filing systems (electronic and physical)
- Order and manage office supplies and inventory
- Coordinate office maintenance, vendors, and service requests
- Support company events, training, and team activities
- Coordinate detailed travel arrangements
- Track key projects, deadlines, and deliverables to ensure execution
- Assist Executives by gathering data, conducting research, and summarizing findings
- Assist with certified payroll reporting and compliance tracking
- Review fuel reports and notate any discrepanciesTrack and compile reports (KPIs, project tracking, or metrics)
- Assist with document control and record retention
- Update databases, spreadsheets, and company logs
- Assist with tracking the recruiting system
- Assist with onboarding (new hire paperwork, orientation scheduling)
- Assist with Annual employee file audits and archives
- Prepare documentation for licensing and application processes
- COI – Insurance processingTracking & maintain business licensing renewalsAssist with project documentation and contract tracking
- Maintain confidentiality of sensitive information
- Demonstrate strong organizational and time-management skills
- Handle multiple priorities in a fast-paced environment
- Provide excellent customer service internally and externally
Benefits
- PTO
- 401(k)
- Medical
- Vision insurance
- Dental insurance
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
