Executive Assistant

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 SupportMaintain and coordinate the President/CEO's calendar, meetings, and scheduling prioritiesOrganize and support executive and Board meetings, including agendas, materials, room setup, and cateringCoordinate executive communications, correspondence, and document preparationOrganize, maintain, and update customer, competitor, and executive filesScan, file, and manage executive records and business cardsOffice Administration & OperationsCoordinate meeting logistics including rooms, refreshments, catering, and post-meeting cleanupAnswer and route incoming calls; greet visitors and direct them appropriatelyMonitor front desk activity, deliveries, and package distributionOrder and manage office, kitchen, and mailing suppliesMaintain general office organization, conference rooms, and common areasOpen, sort, scan, and distribute incoming mail; prepare outgoing and certified mailPrepare and manage FedEx and USPS shipmentsLegal, Compliance & Records SupportPrepare and process NDAs, legal forms, credit applications, and compliance documentsCoordinate legal billing approvals and routing to Accounts PayableMaintain corporate records, entity filings, licenses, and regulatory documentation for all subsidiariesPrepare annual and biennial filings including business entity reports, tax exemption forms, DOT filings, and related documentationOrganize and maintain both digital (SharePoint) and physical corporate filesObtain and maintain Notary Public certification; notarize documents as requestedVehicle, Travel & Credential CoordinationCoordinate pool and company vehicle usage, documentation, mileage tracking, and renewalsProcess new vehicle registrations, titles, plates, and compliance documentationMaintain passport records, monitor expiration dates, and assist with renewalsSupport executive and business travel documentation needs as requiredFacilities & Vendor CoordinationCoordinate routine vendors and service providers (office services, shredding, uniforms, equipment, etc.)Sign and review routine vendor documentation as authorizedMonitor office equipment and facilities needs and coordinate service requestsAdditional ResponsibilitiesAssist with special projects and cross-functional administrative initiativesSupport Culture, Learning & Development activities as requestedPerform other duties as assigned to support organizational effectivenessKnowledge, Skills, and AbilitiesStrong organizational and time-management skills with high attention to detailExcellent written and verbal communication skillsAbility to handle confidential information with discretion and professionalismProficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and document management systemsStrong interpersonal skills with the ability to interact effectively across all levels of the organizationAbility to manage multiple priorities in a fast-paced environmentWorking ConditionsExecutive Assistant will reside in the office the majority of the day but have the ability to make local deliveries and pick ups.Education and Experience Requirements:High school diploma required; additional education preferredMinimum of 5 years of experience in an executive assistant or professional administrative roleExperience supporting senior leadership and managing complex administrative responsibilitiesParalegal or Legal Administrative Assistant preferred.