What are the responsibilities and job description for the Administrative Assistant position at American Pro Marketing, LLC?
About APM
American Pro Marketing is a leader in Premium Standing Solutions, dedicated to designing and manufacturing premium anti-fatigue mats for consumers and businesses of all sizes. Since 1996, we’ve proudly produced 100% American-made ergonomic products using our own proprietary technology. With growing awareness around workplace wellness, we’re focused on delivering practical “Healthy Way of Life” solutions that make a lasting impact.
Overview:
This on-site position provides high-level administrative support to the CEO. The Administrative Assistant manages a wide range of priorities in a fast-moving, entrepreneurial environment. Success in this role requires strong judgment, calm under pressure, and the ability to stay several steps ahead.
You’ll organize time, tasks, and information across a high-output executive’s day — helping streamline communication, maintain focus, and ensure follow-through on what matters most. This role demands professionalism, confidentiality, and the ability to adapt quickly as priorities shift.
Key Responsibilities:
- Manage a complex and shifting calendar; prioritize and schedule meetings with minimal conflicts
- Interpret direction and organize it into clear, actionable steps to keep tasks and priorities moving
- Review communication for implied or stated action items; take ownership of follow-up and ensure next steps are initiated
- Proactively close loops — track outstanding tasks and confirm completion without needing to be asked
- Coordinate meeting logistics, prepare agendas, take notes, and follow up on action items
- Maintain confidentiality across all communication and materials
- Monitor the progress of projects the CEO is involved in and provide relevant updates when needed
- Keep files, documents, and communications organized and accessible
- Anticipate needs and prepare materials or context in advance of meetings or deadlines
- Communicate clearly with internal teams and external contacts
- Support general business operations through ad hoc tasks and coordination
Required Skills and Qualifications:
- 5 years of experience as an Administrative Assistant supporting a senior leader, founder, or high-output executive
- Strong judgment, reliability, and the ability to work independently in a fast-paced environment
- Advanced project and task management skills — able to keep priorities, timelines, and follow-ups in order without constant direction
- Solid analytical thinking — able to connect dots, catch inconsistencies, and identify next steps
- Excellent written and verbal communication skills
- Proactive, highly organized, and confident managing competing priorities
- Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint)
- Familiarity with Microsoft Teams, Planner, or similar collaboration tools
- Comfortable handling sensitive information with discretion and professionalism
Preferred Qualifications:
- Experience supporting a founder or executive in a small business or entrepreneurial environment
- Familiarity with CRM or ERP systems, such as NetSuite
- Exposure to workflow documentation or light process improvement
- Comfort working across teams and navigating shifting priorities with limited direction
- Familiarity with digital collaboration tools like Microsoft Teams and Planner
