Executive Assistant

Standex•Salem, NH

10d

About The Position

The Executive Assistant manages the calendars, information, and priorities of the CEO and CFO, enabling them to focus on leading the company. This high-trust role handles confidential Board, investor, and personnel matters daily and serves as a primary point of contact for the CEO’s and CFO’s offices. The successful candidate anticipates needs, manages competing demands with composure, and represents the executive office with sound judgment, professionalism, and discretion. The role includes coordinating Board meetings, travel, leadership gatherings, offsites, and company events; managing expense reporting and event venues and contracts; supporting special projects; proactively resolving issues; and overseeing administrative support in collaboration with the office manager/executive assistant. Success in the first year means the CEO’s and CFO’s calendars reflect their priorities and they are prepared for meetings; Board meetings and offsites run smoothly and professionally; the executive office is responsive and well managed; and confidential information remains protected.

Requirements

At least 7 years of experience supporting C-suite executives.
Experience coordinating Board meetings and large-scale company events.
Demonstrated discretion when handling highly confidential information.
Strong writing and editing skills.
Exceptional organizational, communication, problem-solving, and time-management skills.
High emotional intelligence, sound judgment, discretion, and the ability to influence without authority.
Ability to distinguish matters requiring the CEO’s attention from those that can be handled independently or delegated.
Ability to remain calm under pressure and adapt to shifting priorities.
Advanced proficiency in Microsoft 365, including Outlook, Word, Excel, and PowerPoint, as well as Teams, Zoom, and BoardEffect.
Availability for occasional evening, weekend, or travel support in connection with Board meetings and major events.
Ability and willingness to travel domestically and internationally as needed to support Board meetings, executive offsites, and other key company events.

Nice To Haves

Experience supporting a CEO, ideally at a publicly traded company.
A bachelor’s degree, or equivalent experience.

Responsibilities

Manage the CEO’s calendar by prioritizing requests, protecting focus time, and resolving scheduling conflicts across time zones.
Manage access to the CEO and CFO, balance meeting requests, and ensure executive time is used effectively.
Partner with the CEO to plan and coordinate Board of Directors meetings, including preparation and logistics.
Plan and manage domestic and international travel arrangements.
Handle sensitive materials and matters, including Board materials and executive personnel information, with discretion.
Serve as a key liaison between the CEO and the executive leadership team, business unit presidents, Board members, and external partners.
Process expense reports for the CEO, CFO, and Board members.
Project-manage leadership team meetings, president workshops, Board meetings, offsites, and company events from planning through completion.
Source and secure event venues and manage multi-year venue contracts.
Take ownership of special projects as priorities evolve.
Identify potential challenges and address them proactively before they reach the CEO.
Work closely with and oversee the office manager/executive assistant to support effective coordination and execution.