Executive Assistant

Aston Carter•Town of Islip, NY

3d•Onsite

About The Position

The Executive Assistant will provide high-level support to the CEO and CFO in a fast-growing environment. This important role goes beyond traditional administrative tasks, serving as a trusted partner who anticipates needs, makes informed decisions, and ensures that critical leadership tasks run smoothly. Exceptional organizational skills are required to manage multiple priorities, including coordinating quarterly board meetings, organizing monthly leadership retreats, and planning client events and industry conferences. A strong presence is essential, as well as the ability to maintain confidentiality and build positive relationships with internal teams, external vendors, and C-suite executives.

Requirements

A Bachelor's degree in Business Management, Communications, Administrative Management, or a related field is required.
A minimum of 7 years of experience supporting C-suite executives or equivalent executive-level administrative experience is required.
The ability to independently manage projects, handle complex calendars, and arrange detailed travel plans is essential.
Excellent skills in organizing materials for executive meetings to ensure timely follow-up on important action items and approvals are necessary.
Strong organizational skills and a detail-oriented, process-driven approach are critical.
A proactive problem-solver who can anticipate needs and make sound decisions in challenging situations is required.
Good communication skills are important, as interaction with senior leaders is necessary to manage expectations.
Diligent and approachable, with a proactive attitude toward engaging internal and external stakeholders, are vital.
Discretion and professionalism in handling confidential information are essential.
Advanced proficiency in Microsoft Office, particularly Excel, is required.
Knowledge of AI productivity tools to enhance efficiency and support strategic business goals is necessary.
The candidate should be assertive and resilient, able to thrive in high-pressure, fast-paced environments.
The capacity to manage multiple competing priorities with composure is essential.

Nice To Haves

Fluency in Spanish is preferred.

Responsibilities

Oversee projects by managing priorities and following up on open items to ensure that all deadlines and requirements are met.
Track and follow up on action items, decisions, and deliverables across all meetings and events.
Ensure timely execution of approvals, such as contracts and requisitions.
Prepare comprehensive meeting materials, including presentations, reports, briefings, slide decks, financial summaries, agendas, and pre-reads.
Plan and execute quarterly board meetings, including venue selection, catering, board packet preparation, A/V setup, and post-meeting action item tracking.
Organize monthly leadership off-sites and closing meetings across finance and operations teams, managing all logistics such as venue booking, transportation, catering, agenda compilation, metrics reporting, and decision follow-up.
Coordinate all logistics for executive meetings, including venues, itineraries, catering, and audio/visual requirements.
Attend internal meetings to capture notes and track action items.
Collaborate with communications and marketing to coordinate corporate outings, industry conferences, and client relations events, including logistics, registrations, and booth materials.
Manage annual corporate golf outings from start to finish, including course selection, registrations, branded materials, tee time coordination, and sponsor communications.
Plan and execute client networking events, from venue research and invitation management to day-of logistics and post-event communications.
Support executive attendance at industry conferences and trade shows, handling registration, travel arrangements, booth logistics, client dinners, and expense reconciliation.
Reconcile and submit expense reports.
Input payroll for executives and direct reports.
Maintain corporate memberships, donations, and key records.
Manage vendor relationships and ensure timely communication with internal and external stakeholders.