Executive Assistant

CARBO•Decatur, TX

4d•Onsite

About The Position

The Executive Assistant is the primary administrative partner to AssetGuard's President & CEO and provides direct support to the company's leadership team. The role manages the CEO's calendar, communications to the leadership team, travel arrangements, expense reports, and meetings, including pre-meeting and post-meeting information. It also manages timelines and action items for organizational initiatives from planning through completion, including initiatives led by the VP of Operations and Director of Sales. The position coordinates leadership meetings, off-sites, and company events; prepares correspondence, reports, presentations, agendas, and meeting materials; and serves as the CEO's liaison to leadership, customers, vendors, and others. It partners with the VP of Operations to keep the CEO informed about business operations and reviews sales and social media materials for brand alignment and messaging. The role is based in a working environment that includes prolonged periods seated at a desk and using a computer, moving throughout the building to access files, and positioning oneself to install equipment, including under desks. The position may require lifting up to 15 pounds and the ability to work through frequent interruptions.

Requirements

High school diploma or equivalent.
Five or more years of experience as an Executive Assistant supporting multiple members of an executive leadership team.
Strong organizational skills and attention to detail, with the ability to manage multiple priorities and deadlines.
Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
Demonstrated discretion in handling confidential business, financial, and personnel information.
Ability to work independently, anticipate needs, and resolve routine issues without direction.
Familiarity working with marketing agencies and issuing approval for social media content.
Excellent written and verbal communication skills, including professional correspondence and phone etiquette.

Nice To Haves

Experience supporting construction, field services, manufacturing, oil and gas, or industrial operations.
Familiarity with Microsoft Teams, Microsoft Planner, or similar project management tools, and with CRM software.
Basic to intermediate use of AI tools.
Working proficiency in Canva.

Responsibilities

Manage the President & CEO's calendar, prioritize meetings, and resolve scheduling conflicts across internal, customer, and partner commitments.
Manage organizational initiatives on behalf of the President & CEO by building project plans and timelines, assigning and tracking tasks, monitoring milestone progress, and communicating updates to appropriate team members.
Prepare correspondence, reports, and presentations for leadership meetings, customer engagements, and board meetings, ensuring accuracy, clarity, and consistent formatting.
Arrange travel for the President & CEO and leadership team, including flights, lodging, ground transportation, and itineraries; reconcile related expense reports in accordance with company policy.
Partner with the VP of Operations to keep the President & CEO informed about business operations.
Serve as the CEO's liaison to the leadership team, customers, vendors, and others; route items to the appropriate person and follow through to resolution.
Coordinate leadership team meetings, off-sites, and company events, including preparing agendas and pre-read materials and recording minutes and action items.
Approve social media content and review sales materials created by an external marketing agency for brand alignment and proper messaging.