Executive Assistant

Job Description

Job Description

Benefits :

401(k)

401(k) matching

Dental insurance

Health insurance

Paid time off

Vision insurance

Role Overview

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide comprehensive administrative, operational and strategic support to the executive leadership team. The ideal candidate excels in a fast-paced environment, demonstrates exceptional judgment, maintains strict confidentiality and anticipates needs to ensure the organization and its executives operate with maximum efficiency. This role also involves event coordination, project management, office operations and support for key company programs.

Key Responsibilities

Executive Support

• Manage complex executive calendars, ensuring effective prioritization and conflict-free scheduling.
• Coordinate appointments with internal teams, clients and external partners.
• Prepare detailed meeting agendas, briefing materials, reports and executive-level presentations.
• Attend meetings to record accurate minutes, document decisions and track action items.
• Oversee all aspects of domestic and international executive travel, including flights, visas, accommodations, ground transportation, itinerary creation and handling any changes, refunds or credits.
• Prepare and submit expense reports with accuracy and timeliness.
• Serve as a trusted point of contact for executives, ensuring clear communication and professional representation.

Operational & Administrative Management

• Organize and prioritize incoming communications, including calls, emails and requests.
• Maintain organized systems for documents, confidential files and executive workspaces.
• Oversee general office operations, including supply inventory and oversight, vendor coordination, workspace organization and FedEx shipping and supplies management.
• Manage and maintain storage areas and inventory systems.
• Oversee uniform inventory, including issuing uniforms and assisting team members.
• Coordinate guest hospitality, including arrangements for internal and external visitors.
• Prepare care packages, floral arrangements and birthday acknowledgments for team members.
• Oversee maintenance scheduling and basic management of the PC Van.

Project & Cross-Functional Collaboration

• Assist in managing special projects and company initiatives across departments.
• Coordinate tasks, set deadlines, track milestones and ensure timely completion.
• Collaborate closely with Marketing and other departments on materials, presentations, logos, signage, digital assets and creative needs.
• Conduct basic research, compile data and support strategic planning efforts.
• Identify and address obstacles proactively, recommending solutions to keep projects on track.

Event & Program Management

• Support the planning and execution of company events, meetings, conventions and executive programs.
• Organize logistics, timelines, communications and vendor coordination.
• Prepare event materials, including presentations, signage, branding and messaging.
• Serve as an on-site event lead, managing staff, supporting attendees and ensuring smooth execution.
• Provide hospitality and support for executives and special guests.
• Manage or support key company programs and special events, including :

Presidents Circle

• PuroClean Classic
• NLC
• On the Move initiatives
• Conduct post-event evaluations and provide recommendations for future improvement.

Relationship Management

• Build and maintain strong, professional relationships with internal team members, external partners, vendors and stakeholders.
• Ensure a positive experience for guests, executives and event attendees through proactive communication and high-quality service.

Qualifications

• Bachelors degree or equivalent work experience preferred.
• 3-7 years of experience supporting senior executives, preferably in a fast-paced or high-growth environment.
• Exceptional organizational and time-management skills.
• Strong written and verbal communication abilities.
• High degree of discretion, professionalism and sound judgment.
• Proficiency with Microsoft Office Suite, Google Workspace and related productivity tools.
• Advanced proficiency in Microsoft PowerPoint; ability to create professional, polished presentations.
• Ability to multitask, prioritize responsibilities and adapt to shifting demands.
• Strong problem-solving abilities and the ability to work independently.
• Must possess a valid passport and be able to travel internationally as needed.

Key Competencies

• Proactive and resourceful
• Highly detail-oriented with strong accuracy
• Professional judgment and confidentiality
• Strong interpersonal and relationship-building skills
• Adaptability, resilience and calm under pressure
• Event and project management aptitude
• Strong follow-through and accountability
• Strong hospitality skills with a service-oriented mindset