Executive Assistant

JOB SUMMARY: The Executive Assistant is responsible for performing a broad variety of administrative tasks that facilitate the CEO’s ability to effectively lead the organization. This includes, but is not limited to, professional and personal schedule management, coordination with the Board of Directors, and serving as the primary point of contact for all matters pertaining to the Office of the CEO. The Executive Assistant acts as a trusted liaison internally and externally to ensure priorities and communication are executed seamlessly and confidentially. 

ESSENTIAL DUTIES

• Act as administrative assistant to CEO and Leadership Team.
• Maintain an organized digital  and physical filing systems.
• Handle sensitive personal and business matters with discretion and confidentiality.
• Coordinate travel, logistics, and itineraries for both business and personal purposes.
• Streamline all communications to and from the CEO – manage email, correspondence and information flow.
• Proactively manage complex calendar – organizing, scheduling, and prioritizing professional and personal appointments and commitments.  
• Assist executives in preparing for meetings – drafting slides, meeting notes, itineraries, and documents as required.
• Serve as the administrative liaison between the CEO and Board of Directors.
• Manage board communications, logistics, and meeting coordination, including scheduling, agendas, minutes, board materials, presentations, reports, and follow-up.
• Oversee office operations and manage CEO’s real estate portfolio including vendor coordination, documentation, and tax/reporting filings.
• Manage the office and supplies to ensure a professional image is always maintained.
• Act as the point person for maintenance, mailing, shipping, supplies, equipment, errands, and shopping as needed.
• Greet all incoming guests in a professional and welcoming manner and direct them to the appropriate parties.
• Manage relationships with various vendors and service providers, and maintain vendor contact list.
• Comprehensive writing and communication skills, monitoring, screening, and responding to requests and correspondence via emails and phone on behalf of the executive team.
• Other duties as assigned.

QUALIFICIATIONS

Education

• High School Diploma or GED is required.
• Associate’s or Bachelor’s degree preferred.

Experience

• 6 years of experience supporting C-level executives required.
• Experience in board coordination, investor relations, and/or capital financing support strongly preferred.
• Transportation, logistics, or technology industry experience a plus.
• Additional related training and certifications will be weighed on a case-by-case basis.

Knowledge, Skills, and Abilities

• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Exceptional organizational and project management skills.
• Strong interpersonal skills and the ability to build trust-based relationships with executives, board members, investors, internal staff, and other stakeholders.
• Excellent written and verbal communication skills.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.
• Ability to handle confidential information with the highest level of discretion.
• Flexible in work hours and adaptable to changing workload.
• Proficient in Microsoft Office Suite and related productivity tools.
• Demonstrated leadership skills, with the ability to effectively communicate and collaborate with cross-functional teams.
• Attention to detail and a solutions-oriented mindset, with a focus on accuracy and compliance in a fast-paced, dynamic environment.