Executive Assistant

Standex•Salem, NH

About The Position

The Executive Assistant manages the calendars, information, and priorities of the CEO and CFO, enabling them to focus on leading the company. This high-trust role handles confidential Board, investor, and personnel matters daily and serves as a primary point of contact for the CEO’s and CFO’s offices. The ideal candidate anticipates needs, manages competing demands with composure, and represents the executive office with sound judgment, professionalism, and discretion. Success in the first year means the CEO’s and CFO’s calendars reflect their priorities and both executives are consistently prepared for meetings; Board meetings and offsites run smoothly, efficiently, and professionally; executives, Board members, and external partners experience a responsive, organized, well-managed executive office; and confidential information and sensitive matters remain protected.

Requirements

At least 7 years of experience supporting C-suite executives.
Experience coordinating Board meetings and large-scale company events.
A proven track record of exercising discretion when handling highly confidential information.
Strong writing and editing skills.
Exceptional organizational, communication, problem-solving, and time-management skills.
High emotional intelligence, sound judgment, discretion, and the ability to influence without authority.
Ability to distinguish matters requiring the CEO’s attention from those that can be handled independently or delegated appropriately.
Ability to remain calm under pressure and adapt effectively to shifting priorities.
Advanced proficiency in Microsoft 365, including Outlook, Word, Excel, and PowerPoint, as well as Teams, Zoom, and BoardEffect.
Availability for occasional evening, weekend, or travel support in connection with Board meetings and major events.
Ability and willingness to travel domestically and internationally as needed.

Nice To Haves

Experience supporting a CEO, ideally at a publicly traded company.
A bachelor’s degree, or equivalent experience.

Responsibilities

Manage the CEO’s calendar, prioritize requests, protect focus time, and resolve scheduling conflicts across time zones.
Serve as a gatekeeper, balance meeting requests, and manage access and priorities to ensure executive time is used effectively.
Partner with the CEO on planning, preparation, and logistics for Board of Directors meetings.
Plan and manage domestic and international travel arrangements.
Handle sensitive materials and matters, including Board materials and executive personnel information, with discretion.
Serve as a key liaison between the CEO and the executive leadership team, business unit presidents, Board members, and external partners.
Process expense reports for the CEO, CFO, and Board members.
Project-manage leadership team meetings, president workshops, Board meetings, offsites, and company events from planning through completion.
Source and secure event venues and manage multi-year venue contracts.
Take ownership of special projects as priorities evolve.
Anticipate potential challenges and address them proactively before they reach the CEO.
Work closely with and oversee the office manager/executive assistant to support effective coordination and execution.
Provide occasional evening, weekend, or travel support in connection with Board meetings and major events.
Travel domestically and internationally as needed to support Board meetings, executive offsites, and other key company events.