Executive Assistant

Job Details

Our client is seeking a highly professional and detail-oriented Executive Assistant to provide direct support to the CEO/President in a fast-paced manufacturing environment. The Executive Assistant will serve as a strategic partner to executive leadership by managing high-level administrative responsibilities, coordinating communication, and ensuring the CEO/President’s schedule and priorities remain aligned with organizational goals. This Executive Assistant role requires exceptional organizational skills, sound judgment, and the ability to maintain confidentiality while managing multiple priorities and deadlines.

The ideal candidate will be proactive, adaptable, and capable of anticipating executive needs before issues arise. The Executive Assistant will play a critical role in supporting daily operations, facilitating communication between departments and leadership, and ensuring executive functions run efficiently. This is an excellent opportunity for an experienced Executive Assistant seeking a high-visibility role within a growing manufacturing organization.

Key Responsibilities

• Manage and maintain a highly complex executive calendar for the CEO/President, including scheduling meetings, resolving conflicts, and prioritizing appointments based on business needs.
• Coordinate domestic and international travel arrangements, including flights, accommodations, transportation, itineraries, and contingency planning.
• Serve as the primary point of contact and gatekeeper for the CEO/President, handling communications and requests from internal and external stakeholders.
• Prepare executive-level presentations, reports, correspondence, agendas, and briefing materials.
• Organize and support executive meetings, including scheduling, meeting logistics, catering, materials preparation, note-taking, and follow-up on action items.
• Support executive leadership team activities and confidential projects as needed.
• Handle highly sensitive and confidential information with professionalism and discretion.
• Track key initiatives, projects, deadlines, and deliverables to ensure timely completion and accountability.
• Anticipate executive needs and proactively resolve scheduling or operational challenges.
• Streamline and improve administrative processes to enhance efficiency and executive productivity.
• Build and maintain strong working relationships with leadership, employees, customers, and external business partners.
• Assist with special projects and additional duties as assigned.

Qualifications

• Minimum of five years of experience as an Executive Assistant supporting a CEO, President, or senior executive in a company with annual revenue exceeding $100 million.
• Previous experience in a manufacturing environment strongly preferred; HVAC industry experience is a plus.
• Demonstrated experience managing complex calendars and coordinating global travel logistics.
• Strong business acumen and understanding of executive-level priorities and operations.
• Excellent organizational, multitasking, and time management skills.
• Exceptional verbal and written communication abilities.
• High level of professionalism, discretion, and confidentiality.
• Advanced proficiency with Microsoft Office Suite including Outlook, Word, Excel, and PowerPoint.
• Ability to work independently, exercise sound judgment, and remain calm under pressure.
• Strong attention to detail and commitment to accuracy.
• Proven ability to adapt and thrive in a fast-paced, dynamic environment.
• Strong interpersonal and relationship-building skills with the ability to influence and collaborate across all levels of the organization.