Executive Administrative Assistant

We are seeking a highly skilled, proactive, and exceptionally organized Executive Administrative Assistant to provide advanced administrative and strategic support to the President & CEO. This role requires impeccable professionalism, sound judgment, and the ability to manage complex responsibilities in a fast-paced, dynamic environment. The ideal candidate will anticipate needs, streamline executive operations, and serve as a key facilitator for executive-level communication, scheduling, and cross-functional coordination. This is a high-impact, trusted position that plays a central role in ensuring the effectiveness and efficiency of executive leadership. Responsibilities Manage complex calendars, schedule high-level meetings, and coordinate strategic engagements for the President & CEO. Prepare executive-level presentations, reports, briefing documents, meeting packets, and correspondence. Coordinate domestic and international travel, itineraries, and logistics for the President & CEO with a high degree of accuracy. Anticipate executive needs and proactively resolve operational issues before they arise. Maintain strict confidentiality in handling sensitive or proprietary information. Serve as a liaison between the President & CEO and internal/external stakeholders, ensuring timely and professional communication. Oversee administrative workflows and ensure the office operates smoothly and efficiently. Lead coordination of executive events, board meetings, leadership offsites, and high-visibility company functions. Oversee management of office supplies, equipment, and facility needs in partnership with internal departments and vendors. Manage incoming and outgoing correspondence, including mail, packages, and priority communications. Oversee office layouts and workspace planning at an executive level. Support and track key organizational initiatives on behalf of the President & CEO. Conduct research and compile data needed for executive decision-making. Coordinate special projects, often of a complex or confidential nature, with minimal oversight. Assist in developing internal communications, announcements, and engagement initiatives. Organize leadership workshops, employee engagement initiatives, and team-building events. Support talent programs such as the intern program in alignment with executive priorities. Champion a positive, professional, and collaborative office environment. Knowledge, Skills and Abilities Bachelor’s degree preferred; equivalent experience accepted. 5+ years of experience supporting executive leaders; C-suite support strongly preferred. Mastery of Microsoft Office Suite (Outlook, Word, Excel, PowerPoint). Outstanding written and verbal communication skills. High emotional intelligence, discretion, and ability to interface with stakeholders at all levels. Strong organizational, time-management, and prioritization skills with the ability to balance competing demands. Demonstrated ability to work independently, think critically, and make sound decisions. Professional, polished, and composed demeanor in all interactions. Work Environment This role is based onsite at a manufacturing facility, requiring regular movement between office areas, production floors, and operational workspaces. The Executive Administrative Assistant must be comfortable participating in Gemba walks alongside the President & CEO or other leaders to observe processes, gather insights, and support continuous improvement activities. On certain occasions, the role will require the use of personal protective equipment (PPE) such as safety shoes, safety glasses, or hearing protection when entering designated production areas. The environment may include elevated noise levels, industrial equipment, and varying temperatures depending on the area of the facility. While much of the work will take place in a professional office setting, the ideal candidate should feel confident navigating a manufacturing environment and interacting with employees across all levels—from plant-floor operators to executive leadership. The role may occasionally require flexibility in hours to support leadership events, plant tours, or early‑morning/late‑afternoon operational activities. Physical Requirements Ability to sit or stand at a desk for extended periods Frequent use of standard office equipment, including computers, phones, printers, and copier Ability to lift or carry office supplies, packages, or equipment up to 25 lbs Occasional walking, bending, or reaching during office organization or event setup Visual acuity to read and produce documents and data on a computer screen Clear verbal communication to interact effectively with coworkers, vendors, and guests Manual dexterity for typing, writing, filing, and operating office tools Job Type: Full-time Work Location: Gainesville, GA IMS Gear is an equal opportunity employer committed to diversity and inclusion. We embrace individuals from all backgrounds and provide employment opportunities without regard to race, color, religion, gender, gender identity, national origin, age, disability, genetic information, marital status, sexual orientation, or veteran status. If you are ready to contribute to our success and experience your own wow moments, apply now to be part of the IMS Gear family!