Executive Assistant

Sunbelt Fire • Fairhope, AL

5d

About The Position

At Sunbelt Fire, we're not just supporting operations – we’re serving those who save and protect lives . Every truck repaired, every service performed, and every detail managed fuels our mission to serve First Responders with excellence and glorify God in all we do. We are seeking a dedicated, servant-hearted Executive Assistant to support our CEO, ensuring the role is carried out with clarity, focus, and purpose. In this pivotal role, you'll streamline priorities, enhance communication, and bring steady organization to a mission-driven environment. Requirements YOUR DAY-TO-DAY: Administrative Support Manage the CEO's calendar, including scheduling meetings, appointments, and monitoring for potential conflicts. Prepare for meetings by organizing agendas, taking minutes, and gathering necessary materials, and following up on any action items. Assist in the planning and execution of special projects and initiatives, ensuring deadlines are met. Organize and maintain files, records, and important documents. Perform various administrative tasks, projects, and duties as assigned. Email Management Manage, organize, and prioritize inbound email to ensure timely and appropriate response. Reply to emails on behalf of the CEO as directed. Establish and maintain and efficient filing system for email records and reference materials. Travel & Meeting Coordination Coordinate travel arrangements for business and personal needs, including flights, hotels, rental cars, and itineraries. Identify efficient, cost-effective travel options. Arrange meeting logistics such as conference rooms, schedules, and necessary materials for company events, conferences, and off-site meetings. Project Management Assist with the planning, coordination, and execution of company projects and strategic initiatives. Support cross-departmental efforts by managing assigned projects for Marketing, Recruiting, Sales, and other teams as needed. Personal Assistant Duties Track and provide reminders for personal items such as holidays, birthdays, anniversaries, and family events. Assist in arranging personal travel plans. Ensure schedules are followed and that the CEO remains aware of priorities and upcoming commitments.

Requirements

• Passion about the mission of Sunbelt Fire, our core values, and serving those who save and protect lives.
• High School diploma or GED required
• Minimum of 3-5 years of experience as an Executive Assistant or in a similar support role preferred.
• Ability to maintain the highest level of confidentiality and handle sensitive information with discretion.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite.
• Strong problem-solving skills and exceptional attention to detail.
• Ability to prioritize tasks effectively and manage competing deadlines.
• Proactive, self-motivated, and capable of anticipating needs.
• Adaptable to changing priorities and able to work well under pressure.

Nice To Haves

• Bachelor's degree in business administration, communications, or a related field preferred.

Responsibilities

• Manage the CEO's calendar, including scheduling meetings, appointments, and monitoring for potential conflicts.
• Prepare for meetings by organizing agendas, taking minutes, and gathering necessary materials, and following up on any action items.
• Assist in the planning and execution of special projects and initiatives, ensuring deadlines are met.
• Organize and maintain files, records, and important documents.
• Perform various administrative tasks, projects, and duties as assigned.
• Manage, organize, and prioritize inbound email to ensure timely and appropriate response.
• Reply to emails on behalf of the CEO as directed.
• Establish and maintain and efficient filing system for email records and reference materials.
• Coordinate travel arrangements for business and personal needs, including flights, hotels, rental cars, and itineraries.
• Identify efficient, cost-effective travel options.
• Arrange meeting logistics such as conference rooms, schedules, and necessary materials for company events, conferences, and off-site meetings.
• Assist with the planning, coordination, and execution of company projects and strategic initiatives.
• Support cross-departmental efforts by managing assigned projects for Marketing, Recruiting, Sales, and other teams as needed.
• Track and provide reminders for personal items such as holidays, birthdays, anniversaries, and family events.
• Assist in arranging personal travel plans.
• Ensure schedules are followed and that the CEO remains aware of priorities and upcoming commitments.

Benefits

• Medical, Prescription Drug, Dental and Vision benefits offered through BCBS of Alabama and Mutual of Omaha.
• Company paid Life Insurance.
• Company paid Long-Term Disability (Short-Term Offered).
• 401k with Company Match.
• Vacation and Sick Leave.
• Paid Holidays.
• Industry training and continuing education in field.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED
• Number of Employees: 11-50 employees