Executive Assistant

The Executive Assistant provides comprehensive administrative, organizational, and operational support across the enterprise, with primary executive support to the President/CEO and functional alignment with the VP of Culture, Learning & Development. This role is responsible for ensuring smooth daily operations of the corporate office, coordinating executive activities, and supporting compliance, records management, office services, and cross-functional administrative needs.

The Executive Assistant serves as a key point of coordination for internal teams, external partners, and visitors, while maintaining professionalism, confidentiality, and operational efficiency.

Principle Duties and Responsibilities:

Executive & Leadership Support

• Maintain and coordinate the President/CEO’s calendar, meetings, and scheduling priorities
• Organize and support executive and Board meetings, including agendas, materials, room setup, and catering
• Coordinate executive communications, correspondence, and document preparation
• Organize, maintain, and update customer, competitor, and executive files
• Scan, file, and manage executive records and business cards

Office Administration & Operations

• Coordinate meeting logistics including rooms, refreshments, catering, and post-meeting cleanup
• Answer and route incoming calls; greet visitors and direct them appropriately
• Monitor front desk activity, deliveries, and package distribution
• Order and manage office, kitchen, and mailing supplies
• Maintain general office organization, conference rooms, and common areas
• Open, sort, scan, and distribute incoming mail; prepare outgoing and certified mail
• Prepare and manage FedEx and USPS shipments

Legal, Compliance & Records Support

• Prepare and process NDAs, legal forms, credit applications, and compliance documents
• Coordinate legal billing approvals and routing to Accounts Payable
• Maintain corporate records, entity filings, licenses, and regulatory documentation for all subsidiaries
• Prepare annual and biennial filings including business entity reports, tax exemption forms, DOT filings, and related documentation
• Organize and maintain both digital (SharePoint) and physical corporate files
• Obtain and maintain Notary Public certification; notarize documents as requested

Vehicle, Travel & Credential Coordination

• Coordinate pool and company vehicle usage, documentation, mileage tracking, and renewals
• Process new vehicle registrations, titles, plates, and compliance documentation
• Maintain passport records, monitor expiration dates, and assist with renewals
• Support executive and business travel documentation needs as required

Facilities & Vendor Coordination

• Coordinate routine vendors and service providers (office services, shredding, uniforms, equipment, etc.)
• Sign and review routine vendor documentation as authorized
• Monitor office equipment and facilities needs and coordinate service requests

Additional Responsibilities

• Assist with special projects and cross-functional administrative initiatives
• Support Culture, Learning & Development activities as requested
• Perform other duties as assigned to support organizational effectiveness

Knowledge, Skills, and Abilities

• Strong organizational and time-management skills with high attention to detail
• Excellent written and verbal communication skills
• Ability to handle confidential information with discretion and professionalism
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and document management systems
• Strong interpersonal skills with the ability to interact effectively across all levels of the organization
• Ability to manage multiple priorities in a fast-paced environment

Education and Experience Requirements:

• High school diploma required; additional education preferred
• Minimum of 5 years of experience in an executive assistant or professional administrative role
• Experience supporting senior leadership and managing complex administrative responsibilities

Paralegal or Legal Administrative Assistant preferred.