Executive Assitant

Harvest Hill Beverage Company•Stamford, CT

4d•$85,000 - $140,000•Onsite

About The Position

We are seeking a highly skilled, trusted Executive Assistant to support the Chief Executive Officer and Executive Leadership Team. This highly visible role requires a proactive professional who can manage complex executive support needs, exercise sound judgment, and interact confidently with senior leaders, Board members, and external stakeholders. In addition to core executive support, this role helps improve leadership team effectiveness by coordinating priorities, tracking action items, supporting meeting preparation, and ensuring timely follow-through.

Requirements

5+ years of experience supporting senior executives, including multiple executives concurrently.
Experience managing complex calendars, travel, expense reporting, meeting logistics, executive communications, and confidential materials.
Strong project coordination skills, including tracking deadlines, deliverables, action items, and follow-up across multiple stakeholders.
Exceptional organizational, communication, and time-management skills.
Advanced proficiency in Microsoft Office, including Outlook, PowerPoint, Word, and Excel.
Strong written communication skills, including preparation of executive correspondence, meeting summaries, presentations, and briefing materials.
Ability to handle sensitive and highly confidential information with discretion and sound judgment.
Ability to work full-time, in office, five days per week in Stamford, CT.

Nice To Haves

Prior experience supporting a CEO, President, Executive Leadership Team, or C-Suite executives.
Prior experience interfacing with a Board of Directors.
Experience supporting executive operations, business planning, project coordination, or cross-functional initiatives.
Experience in a manufacturing, consumer products, private equity-backed, or multi-site organization.
Experience using Microsoft Teams, SharePoint, or similar collaboration and project tracking tools.
Notary Public certification.
Spanish language proficiency (written and verbal)
Bachelor’s degree or equivalent experience

Responsibilities

Provides comprehensive administrative support to the CEO and Executive Leadership Team, including calendar management, travel coordination, expense reporting, meeting logistics, executive communications, and preparation of confidential materials.
Manages complex calendars across the Executive Leadership Team, proactively resolving conflicts, prioritizing requests, and ensuring leaders are prepared for key meetings.
Coordinates domestic and international travel arrangements, including flights, hotels, ground transportation, itineraries, and related logistics.
Prepares, submits, and reconciles expense reports in a timely and accurate manner, ensuring compliance with company policies.
Anticipates executive needs and proactively identifies opportunities to improve organization, efficiency, preparation, and follow-through.
Prepares, reviews, and organizes executive correspondence, presentations, reports, briefing documents, meeting materials, and other confidential information.
Uses sound judgment to interpret requests, determine appropriate next steps, and escalate matters to the CEO or appropriate executive when needed.
In an executive’s absence, ensures that requests for action or information are relayed to the appropriate party and followed through as needed.
Serves as a trusted point of contact for internal and external stakeholders, representing the executive office with professionalism, discretion, and sound judgment.
Serves as the primary coordination point for Board and Committee meetings, including scheduling, logistics, materials preparation, follow-up items, and communication with internal stakeholders.
Coordinates Board and Committee meetings, including scheduling, travel, agendas, meeting logistics, materials, minutes support, and follow-up actions.
Prepares and organizes Board materials, executive summaries, presentations, and related documents with a high degree of accuracy and confidentiality.
Tracks Board-related follow-up items and ensures timely communication with appropriate internal stakeholders.
Plans and supports Executive Leadership Team meetings, leadership offsites, employee events, town halls, Board meetings, and other executive-level meetings.
Prepares agendas and materials, captures decisions and action items, and tracks follow-up through completion.
Drafts executive-level communications, meeting summaries, announcements, and follow-up correspondence.
Supports preparation of presentations, briefing materials, talking points, and meeting documents for the CEO and Executive Leadership Team.
Ensures key meetings have clear objectives, appropriate materials, confirmed attendees, and timely follow-up.
Manages sensitive and confidential information with the highest level of discretion.
Supports executive operating rhythms, including recurring leadership meetings, business reviews, planning sessions, and follow-up routines.
Tracks key deliverables, deadlines, decisions, and action items across the Executive Leadership Team.
Partners with members of the Executive Leadership Team and other functional leaders to gather updates, monitor progress, and identify items requiring attention.
Coordinates special projects and cross-functional initiatives by organizing meetings, tracking milestones, preparing updates, and helping ensure timely completion.
Identifies potential scheduling, communication, or execution gaps and proactively raises issues to the appropriate leader.
Supports governance, compliance, corporate recordkeeping, and other administrative processes as needed.