Senior Executive Assistant

BLACK DIAMOND COATINGS INC•Brooksville, FL

21d•Onsite

About The Position

BDC is entering the most significant growth phase in our history. The Senior Executive Assistant to the President is the President’s right hand — a force multiplier responsible for protecting executive focus, driving projects across departments to completion, and bringing operational discipline to a fast-moving company that is scaling rapidly. This is not a traditional executive assistant role. While calendar, travel, and communications management form part of the foundation, the majority of this role is project ownership, documentation, follow-through, and cross-functional coordination. The right candidate is a go-getter who runs toward problems, closes loops without being asked, and builds the systems that let leadership move faster. BDC is positioned to grow 10x over the next several years. The President cannot personally drive every initiative across Operations, Finance, Marketing, HR, and the new South Carolina facility launch. This role is the connective tissue — the person who ensures decisions get made, projects get delivered, and nothing falls through the cracks. The right hire here directly accelerates company growth.

Requirements

Minimum 5 years of experience as a Senior Executive Assistant, Executive Assistant, Project Coordinator, or comparable role supporting senior leadership in a fast-paced environment.
Demonstrated track record of independently driving projects from kickoff to completion — not just supporting them.
Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
Experience with project management tools (ClickUp, Asana, Smartsheet, Monday, or similar).
Excellent written and verbal communication — able to draft executive-level emails, briefs, and presentations.
Proven ability to handle confidential and sensitive information with absolute discretion.
Ability to travel to Columbia, SC frequently during the plant launch phase (estimated 4–8 trips during the first 6 months), tapering thereafter.
Must be able to work full-time on-site in Brooksville, FL.

Nice To Haves

Bachelor’s degree.
Experience supporting a CEO, President, or founder in a high-growth or scaling company.
Manufacturing, consumer products, or building products industry experience.
Experience supporting a company through a facility launch, acquisition, or multi-site expansion.
Familiarity with NetSuite, Microsoft 365 administration, or comparable enterprise tools.
Military veteran or military spouse background.

Responsibilities

Embody BDC’s core values in every interaction — with team members, vendors, customers, and partners.
Reinforce the company’s culture of excellence, tenacity, and humility by leading through example.
Hold yourself and others accountable to the BDC standard of doing more with less, delivering exceptional results, and never giving up.
Bring positive energy, a sense of urgency, and a “figure it out” mindset to every task.
Own end-to-end project coordination for initiatives sponsored by the President — from kickoff through delivery — across Operations, Finance, Marketing, HR, IT, and the new manufacturing facility.
Track action items, deliverables, and deadlines from leadership meetings; follow up with department owners to ensure on-time completion.
Identify projects at risk before they slip, escalate appropriately, and drive resolution.
Prepare executive briefs, status reports, and presentations that distill complex information into clear decisions.
Maintain a real-time dashboard of all active executive-sponsored projects and their status.
Close loops without being asked — if a decision is open, if an answer is owed, if a deliverable is late, you drive it to resolution.
Document processes, workflows, and decisions to create lasting institutional knowledge as the company scales.
Develop and maintain Standard Operating Procedures (SOPs), templates, checklists, and playbooks for repeatable activities across departments.
Identify and close documentation gaps that slow down new hires, transitions, or audits.
Maintain version-controlled, organized file structures across the executive office.
Build the operational rhythms (weekly check-ins, monthly reviews, quarterly planning) that keep leadership aligned as the company grows.
Manage the President’s calendar with strategic intent — protect deep-work blocks, batch low-value interruptions, and ensure preparation time precedes every meaningful meeting.
Triage incoming communications across email, phone, and messaging platforms; respond, redirect, or escalate based on context.
Coordinate complex travel logistics, including Southeast plant trips, customer visits, trade shows, and executive meetings — anticipating needs, building itineraries, and resolving issues before they reach the President.
Prepare briefing materials and read-aheads at least 24 hours before key meetings.
Capture meeting notes, action items, and decisions for the President’s review and distribution.
Serve as the President’s on-the-ground coordinator during heavy travel in the plant’s first 6 months — managing logistics, capturing decisions, and following up with the on-site team.
Coordinate cross-site communication between Brooksville HQ and the new plant facility — including travel scheduling, video conferencing, and document distribution.
Support the President in onboarding logistics for new plant hires, working with the Plant Manager and Recruiter.
Help establish two-facility cadence rhythms that keep both sites aligned as the company grows beyond a single location.
Research vendors, tools, solutions, and best practices on the President’s behalf — synthesize findings into clear recommendations with options.
Investigate unfamiliar topics, regulations, or industry developments and produce concise briefs.
Benchmark competitors, suppliers, and partners as requested.
Build and maintain reference materials on key business topics (e.g., HR compliance, retail customer requirements, manufacturing standards).
Support onboarding logistics for executive-level new hires.
Coordinate internal events, team meetings, leadership offsites, and company-wide communications.
Handle occasional personal administrative support for the President with discretion.
Contribute to team efforts by assisting with other projects and duties as needed by the President or leadership team.