Executive Assistant

Job Description

The Part-Time Executive Assistant provides high-level administrative and organizational support to the President, ensuring efficient daily operations and effective time management. This role requires discretion, professionalism, strong attention to detail, and the ability to manage multiple priorities in a fast-paced business environment while demonstrating the company’s core values.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

Executive Support

• Manage the President’s calendar, scheduling meetings, calls, and appointments
• Coordinate travel arrangements, itineraries, and expense documentation as needed
• Prepare meeting agendas, presentations, and supporting documents
• Serve as a point of contact between the President and internal/external stakeholders

Administrative & Office Support

• Draft, edit, and proofread correspondence, reports, and internal communications
• Organize and maintain digital and physical files with confidentiality
• Track action items, follow up on deadlines, and help ensure priorities stay on schedule
• Assist with document management, contracts, and basic recordkeeping

Communication & Coordination

• Handle phone calls, emails, and inquiries with professionalism and discretion
• Coordinate with department leaders on scheduling, projects, and information requests.
• Support special projects and initiatives as assigned by the President

Competencies

• Strong organizational and time-management skills
• Excellent written and verbal communication abilities
• High level of professionalism, discretion, and confidentiality
• Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint) and/or Google Workspace
• Ability to work independently, anticipate needs, and adapt to changing priorities
• Strong problem-solving skills and attention to detail
• Positive, service-oriented mindset

Supervisory responsibilities

None.

Work environment

This position is completed in an office with some exposure to industrial environment. The use of PPE is required when working/visiting industrial environments.

Physical demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

May be required to sit for extended periods of time while demonstrating manual dexterity to accurately work on the telephone, computer keyboard, and other equipment. Must be able to lift and carry 15 pounds in the form of boxes of supplies or product components.

Ability to operate a motor vehicle is required.

Travel required

Must possess a valid motor vehicle operator’s license and maintain to the Company’s sole satisfaction an insurable motor vehicle operating status.

Qualifications

• 2+ years of administrative or executive assistant experience preferred
• Experience supporting senior leadership or executive teams
• High school diploma required; bachelor’s degree in business administration or related field preferred.

Affirmative Action/EEO statement

R.W. Martin & Sons, Inc. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Other duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time w