Executive Assistant

Aston Carter•New York, NY

2d•Onsite

About The Position

This role provides high-level executive support to the CEO of a small, family-owned manufacturing and distribution company specializing in high-temperature adhesives. The Executive Assistant manages the CEO’s daily operations, coordinates communication and schedules, and delivers data-driven insights through advanced Excel analysis to support strategic decision-making.

Requirements

5+ years of experience providing executive administrative support, preferably to C-suite leaders.
Proven experience with C-suite calendar management and complex scheduling.
Strong proficiency with Microsoft Office, including Outlook, Word, PowerPoint, and especially Excel.
Advanced Microsoft Excel skills, including pivot tables, VLOOKUPs, data manipulation, and linking data across worksheets.
Demonstrated experience in calendar management, administrative support, and executive administrative support.
Strong organizational skills with the ability to manage multiple priorities and deadlines.
Excellent written and verbal communication skills.
Strong follow-up skills and the ability to track and complete action items independently.
Detail-oriented and analytical mindset with the ability to interpret data confidently.
Ability to present clear, concise insights and recommendations to leadership.
Ability to operate independently with minimal supervision while maintaining a high level of accountability.

Nice To Haves

Bachelor’s degree.
Experience supporting executives in a small company or entrepreneurial environment.
Background in event coordination or meeting logistics.
Comfort working with cross-functional teams such as accounting, customer service, finance, and sales.
High level of professionalism, discretion, and integrity when handling sensitive information.
Proactive, resourceful, and solutions-oriented approach to problem-solving.

Responsibilities

Manage the CEO’s calendar, including scheduling and coordinating meetings, appointments, and itineraries.
Organize and prepare for meetings by drafting agendas, gathering and organizing documents, and preparing reports and presentations.
Screen, prioritize, and respond to emails and phone calls, ensuring timely and appropriate follow-up.
Track action items from meetings and communications, and follow up proactively to ensure completion.
Serve as a liaison between the CEO and internal teams, including administration, accounting, customer service, finance, and sales.
Coordinate with select external vendors and clients on behalf of the CEO to support ongoing business relationships.
Perform Excel-based data analysis, including pivot tables, VLOOKUPs, and data manipulation to support executive decision-making.
Link and manage data across multiple Excel worksheets to create accurate and comprehensive reports.
Prepare clear, concise reports and presentations that interpret data and present actionable insights to leadership.
Provide general administrative and executive support, including document preparation, filing, and record maintenance.
Assist with event coordination and logistics for internal and external meetings as needed.
Maintain a high level of confidentiality and professionalism in all interactions and documentation.