Executive Assistant

Description

• Coordinate appointments with internal teams, clients and external partners.
• Maintain organized systems for documents, confidential files and executive workspaces.
• Prepare care packages, floral arrangements and birthday acknowledgments for team members.
• Prepare event materials, including presentations, signage, branding and messaging.
• Serve as an on-site event lead, managing staff, supporting attendees and ensuring smooth execution.
• Manage or support key company programs and special events, including:
• Ensure a positive experience for guests, executives and event attendees through proactive communication and high-quality service.
• Collaborate closely with Marketing and other departments on materials, presentations, logos, signage, digital assets and creative needs.
• Assist in managing special projects and company initiatives across departments.
• Organize logistics, timelines, communications and vendor coordination.
• Oversee uniform inventory, including issuing uniforms and assisting team members.
• Prepare detailed meeting agendas, briefing materials, reports and executive-level presentations.
• Attend meetings to record accurate minutes, document decisions and track action items.
• Build and maintain strong, professional relationships with internal team members, external partners, vendors and stakeholders.
• Oversee general office operations, including supply inventory and oversight, vendor coordination, workspace organization and FedEx shipping and supplies management.
• Support the planning and execution of company events, meetings, conventions and executive programs.
• Provide hospitality and support for executives and special guests.
• Oversee all aspects of domestic and international executive travel, including flights, visas, accommodations, ground transportation, itinerary creation and handling any changes, refunds or credits.
• Serve as a trusted point of contact for executives, ensuring clear communication and professional representation.
• Oversee maintenance scheduling and basic management of the PC Van.
• Organize and prioritize incoming communications, including calls, emails and requests.
• Identify and address obstacles proactively, recommending solutions to keep projects on track.
• Prepare and submit expense reports with accuracy and timeliness.
• Conduct basic research, compile data and support strategic planning efforts.
• Manage and maintain storage areas and inventory systems.
• Manage complex executive calendars, ensuring effective prioritization and conflict-free scheduling.
• Coordinate guest hospitality, including arrangements for internal and external visitors.
• Conduct post-event evaluations and provide recommendations for future improvement.
• Coordinate tasks, set deadlines, track milestones and ensure timely completion.

Requirements

• Exceptional organizational and time-management skills.
• Strong written and verbal communication abilities.
• Advanced proficiency in Microsoft PowerPoint; ability to create professional, polished presentations.
• Event and project management aptitude
• Strong hospitality skills with a service-oriented mindset
• Adaptability, resilience and calm under pressure
• 3-7 years of experience supporting senior executives, preferably in a fast-paced or high-growth environment.
• Strong problem-solving abilities and the ability to work independently.
• Proficiency with Microsoft Office Suite, Google Workspace and related productivity tools.
• Strong follow-through and accountability
• Proactive and resourceful
• Professional judgment and confidentiality
• Highly detail-oriented with strong accuracy
• High degree of discretion, professionalism and sound judgment.
• Bachelor’s degree or equivalent work experience preferred.
• Ability to multitask, prioritize responsibilities and adapt to shifting demands.
• Must possess a valid passport and be able to travel internationally as needed.
• Strong interpersonal and relationship-building skills

Benefits

• Vision insurance
• PuroClean Classic
• 401(k) matching
• Health insurance
• Dental insurance
• Paid time off

Training + Development

Interview process

Visa Sponsorship

Security clearance