Executive Assistant

CARBO•Fort Worth, TX

6d•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. This role will be responsible for managing the CEO's calendar, delivering communications to the company leadership team, booking travel, completing expense reports, and managing meetings including delivery of pre-meeting and post-meeting information. This role will also manage the timelines and action items associated with organizational initiatives from planning through completion, including initiatives being led by the VP of Operations and Director of Sales.

Requirements

High school diploma or equivalent, required.
Five (5) 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.
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 preferred.
Familiarity with Microsoft Teams, Microsoft Planner, or similar project management tools, and with CRM software, preferred.
Basic to intermediate use of AI tools is highly preferred.
Familiarity working with marketing agencies and issuing approval for social media content.
Working proficiency in Canva is a plus.

Responsibilities

Manages the President & CEO's calendar, prioritizing meetings and resolving scheduling conflicts across internal, customer, and partner commitments.
Manages organizational initiatives on behalf of the President & CEO, building project plans and timelines, assigning and tracking tasks, monitoring progress against milestones, and ensuring cohesive communication of all updates to the appropriate team members.
Prepares correspondence, reports, and presentations for leadership meetings, customer engagements, and board meetings, ensuring accuracy, clarity, and consistent formatting.
Arranges travel for the President & CEO and leadership team, including flights, lodging, ground transportation, and itineraries, and reconciles related expense reports in accordance with company policy.
Partners with the VP of Operations to keep the President & CEO informed on business operations.
Serves as the CEO’s liaison to the leadership team, customers, vendors, and others, routing items to the right person and following through to resolution.
Coordinates leadership team meetings, off-sites, and company events, including preparing agendas and pre-read materials and recording minutes and action items.
Approves social media content and reviews sales materials created by external marketing agency for brand alignment and proper messaging.