Executive Assistant

SARATOGA EAGLE SALES & SERVICE INC•Saratoga Springs, NY

6d•$65,000 - $75,000•Onsite

About The Position

The Executive Assistant (EA) to the CEO serves as a trusted strategic partner, providing high-level administrative, organizational, and operational support to the Chief Executive Officer of a family-owned wholesale beverage distribution company. This role requires exceptional judgment, discretion, and professionalism, along with the ability to manage complex schedules, sensitive information, and cross-functional communication across a growing, multi-location organization. The ideal candidate will thrive in a fast-paced, hands-on environment, understand the dynamics of a family-owned business, and act as a key liaison between the CEO, executive leadership, ownership, and internal and external stakeholders.

Requirements

Bachelor’s degree or equivalent professional experience
7+ years of experience as an Executive Assistant supporting senior leadership, CEO, or President
Proven ability to manage multiple priorities in a fast-paced, operationally complex environment
Exceptional organizational, time-management, and problem-solving skills
Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint); comfort with collaboration tools and technology
Strong written and verbal communication skills
High level of professionalism, judgment, and confidentiality
Executive presence and emotional intelligence
Proactive, detail-oriented, and solutions-focused
Ability to work independently and exercise sound judgment
Adaptability and resilience in a dynamic business environment
Strong relationship-building skills
Demonstrates exceptional judgment, discretion, and situational awareness
Understands when to act independently versus when to escalate or seek guidance
Anticipates downstream impacts of decisions, communications, and timing
Operates with a CEO-level mindset focused on protecting time, priorities, and reputation
Takes accountability for outcomes, not just task completion
Thinks proactively and several steps ahead
While performing the duties of this job, the employee is frequently required to sit; use hands to finger, handle, or feel and talk or hear.
The employee is occasionally required to stand; walk and reach with hands and arms.
The employee must occasionally lift and/or move up to 10 pounds.
Specific vision abilities required by this job include close vision and distance vision.

Nice To Haves

Experience supporting executives in family-owned businesses, distribution, logistics, or similar industries
Experience supporting multi-location operations

Responsibilities

Serve as the primary point of contact for the CEO, managing all aspects of their administrative and business support needs
Anticipate CEO priorities and proactively manage tasks, deadlines, and follow-ups
Prepare briefing materials, talking points, and summaries for executive meetings, Company meetings, and leadership reviews
Support special projects and strategic initiatives as assigned by the CEO
Manage and prioritize a complex executive calendar across multiple locations
Coordinate internal and external meetings, leadership sessions, and off-site events
Arrange detailed travel logistics, including itineraries, accommodations, and transportation
Prepare meeting agendas, presentations, and materials; capture and distribute action items as needed
Act as a professional liaison between the CEO and executive leadership, ownership, employees, vendors, industry partners, and community stakeholders
Screen and prioritize incoming communications (email, phone, correspondence)
Draft, review, and edit executive-level communications on behalf of the CEO
Handle highly sensitive and confidential information with absolute integrity and discretion
Navigate family-business dynamics with professionalism, diplomacy, and sound judgment
Act as a trusted extension of the CEO by tracking priorities, initiatives, commitments, and follow-ups to ensure execution and accountability
Maintain a high-level view of the CEO’s strategic objectives, deadlines, and key deliverables; proactively flag risks and gaps
Assist in preparing materials for ownership, Board, and senior leadership discussions, including summaries, decision support, and action tracking
Monitor select industry, regulatory, and competitive updates as directed and escalate matters requiring executive attention
Support the effectiveness of the executive leadership team by coordinating leadership meetings, off-sites, and planning sessions
Reinforce company values, professionalism, and communication standards through executive correspondence and interactions
Serve as a trusted sounding board and steady presence during high-pressure, time-sensitive, or sensitive situations
Continuously assess and improve executive workflows, meeting cadence, and communication processes to maximize efficiency
Maintain organized and secure digital and physical systems for executive records, contracts, and critical documents.
Document processes and support continuous improvement initiatives related to executive and administrative operations
Assist with coordination related to industry associations, civic involvement, and community leadership commitments
Support preparation for speaking engagements, public appearances, and external meetings
Manage correspondence and follow-up related to external advisors, partners, vendors, and community stakeholders