Executive Assistant

About Us

Established in 1972, Particle Measuring Systems is a global leader for micro-contamination monitoring equipment improving the performance of clean manufactures in the semiconductor and pharmaceutical industries.  We’re a growing technology company in Niwot, Colorado, the heart of the Rocky Mountains.  We offer an exceptional and rewarding work environment in a great place to live.  Our employees enjoy challenging projects in the development and manufacture of light scattering particle counters and diverse technologies and applications.

Your Impact

We are looking for a Executive Assistant who will contribute to the success of the Executive Team, applying their expertise in administrative to support the achievement of team and company goals and deliver innovative, reliable solutions.  In this role, the successful candidate will collaborate effectively with colleagues and cross-functional teams, demonstrate strong problem-solving and decision-making skills, and maintain a commitment to professional excellence, quality and continuous improvement.

The Role

We are seeking a highly organized, proactive, and business-minded Executive Assistant to support the PMS President and select executive team members. This role goes beyond traditional administrative support: the Executive Assistant will serve as a trusted partner who understands business priorities, protects executive time, anticipates needs, and keeps meetings, decisions, and follow-through focused and effective.

In our fast-paced, private equity-backed environment, the ideal candidate brings strong judgment, business curiosity, and the confidence to operate independently, helping direct executive attention to the work where it has the greatest impact.

Key Responsibilities

Executive Calendar and Priority Management

• Own and proactively manage complex executive calendars, travel, expenses, and logistics, coordinating with senior leaders, external partners, candidates, and other key stakeholders.
• Use business priorities and a brief weekly planning review with each executive to align calendars with top priorities, upcoming decisions, preparation requirements, and commitments.
• Look several weeks and months ahead to identify conflicts, travel demands, and preparation needs, and proactively protect focused working time.
• Protect executive capacity by evaluating meeting purpose, urgency, participants, and required executive involvement; within agreed decision rights, decline, defer, shorten, or redirect requests as appropriate.

Meeting and Action Management

• Coordinate executive and leadership meetings, ensuring clear objectives, appropriate participants, defined decisions or outcomes, and effective preparation.
• Proactively gather and organize pre-reads, relevant background, stakeholder input, and outstanding questions so executives arrive prepared to contribute and make decisions.
• Capture concise, decision-oriented records, including key context, decisions, actions, owners, priorities, and deadlines.
• Track key actions, follow up with accountable owners, and elevate unclear ownership, unresolved decisions, stalled commitments, or emerging issues while maintaining clear accountability for business delivery.

Executive Effectiveness

• Serve as a trusted extension of the executives, anticipating needs and connecting priorities, meetings, decisions, actions, and deadlines to reduce unnecessary executive effort.
• Within agreed boundaries, screen incoming requests and communications, routing or resolving matters that do not require executive attention.
• Prepare executive communications, concise briefings, planning documents, meeting materials, and other supporting information.
• Handle sensitive and confidential information with professionalism and discretion.

Business Governance Coordination

• Maintain a forward-looking calendar of key business milestones—including financial reviews, strategy and board cycles, value creation reviews, and major project commitments—and anticipate overlapping demands to protect executive preparation and decision-making capacity.
• Coordinate logistics and materials for board, investor, and other high-stakes leadership interactions with internal and external stakeholders.

What Success Looks Like

Success in this role means the executives are able to spend more of their time on the work that requires their leadership, judgment, and attention.

• Executive calendars reflect business priorities, with focused working and preparation time deliberately protected.
• Executives arrive prepared for important meetings with clear agendas, desired outcomes, appropriate participants, and clarity on decisions required.
• Decisions, commitments, and actions are captured accurately and consistently followed through.
• Calendar conflicts, travel, and administrative requirements are anticipated and handled proactively.
• Leadership teams experience strong coordination and follow-through, while executives spend less time managing logistics, chasing actions, or reorganizing schedules.

Required Capabilities and Experience

• Demonstrated experience supporting multiple senior executives in a complex, fast-paced environment, with exceptional calendar management and organizational skills.
• Strong business acumen, including commercial and financial fluency sufficient to understand organizational priorities, key performance measures, strategic objectives, and stakeholder relationships.
• Excellent judgment and initiative, with the confidence to anticipate needs, challenge or clarify requests, prioritize effectively, and recommend trade-offs in executive time.
• Strong meeting-management and synthesis skills, including agenda preparation, executive readiness, note-taking, decision capture, and translating discussions into clear actions and next steps.
• Exceptional attention to detail, ownership, and follow-through, including the ability to obtain timely responses and escalate issues diplomatically.
• Excellent written and verbal communication skills, strong relationship-building ability, and a high degree of professionalism and discretion.
• Ability to remain calm, flexible, and highly organized while managing changing priorities and competing demands.
• Strong AI fluency and curiosity, with demonstrated ability to use generative AI and other productivity tools to work more efficiently, synthesize information, and improve executive support.
• Strong proficiency with Microsoft 365 and collaboration/action-management tools such as Teams, Excel, Loop, Planner, Facilitator, or similar platforms.

Preferred Experience

• Experience in a private equity-backed company or an environment undergoing significant growth, transformation, or organizational change.
• Experience supporting finance, strategy, or other enterprise leadership functions.
• Experience coordinating board, investor, or other high-stakes leadership meetings and materials.

Ideal Candidate Profile

The ideal candidate thinks several steps ahead and takes ownership of making the executives they support more effective. They see the calendar as a representation of executive priorities, not a collection of meeting requests, and recognize when preparation is missing, schedules are unsustainable, or work should be handled elsewhere.

They are comfortable asking what decision is needed, whether executive participation is required, what preparation is necessary, and what can be resolved independently. They combine administrative discipline with business judgment, curiosity, discretion, and the confidence to recommend trade-offs. They know when to act, seek direction, or escalate, and measure success by creating executive capacity and keeping leadership focused on the organization's most important priorities.

Required Qualifications

• 5+ years of experience as an Executive Assistant
• Must be professional, poised, detail-oriented, highly organized, a self-starter, dependable, able to multi-task and manage competing priorities.
• Must have excellent written and verbal communication skills.
• Must have excellent customer-service skills.
• Must have excellent time-management skills.
• Must be able to thrive in a fast paced, start-up environment.
• Must be able to identify and solve problems independently.
• Advanced proficiency with Word, PowerPoint, Excel, email (preferably Gmail) as well as other technology (project management apps, etc.)
• Previous experience in a mid-size company
• United States work authorization required.
• Bachelor’s degree preferred.

Work Environment & Physical Requirements

• This role primarily operates in an office/lab/manufacturing environment.  Must be able to sit, stand, and use a computer for extended periods of time
• Occasional lifting of up to 20 lbs. may be required
• Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this role

Compensation & Benefits

• Competitive base salary range: $31 - $39 per hour, depending on experience
  • Our compensation philosophy: we offer competitive pay based on market data, including local, national, and industry benchmarks.  For new hires, offers are generally within the established min- to mid-point of the range for the role, with flexibility to recognize experience, skills, and education.  Our approach ensures fair pay internally while remaining competitive externally and allows room for growth.
• Comprehensive benefits package:
  • Health coverage: medical, dental, vision, fsa, onsite clinic (CO employees), life insurance
  • 401(k) retirement plan with company match
  • Vacation, holiday, and leave policies
  • Tuition reimbursement, Employee recognition programs, Employee assistance programs

Particle Measuring Systems is proud to be an Equal Opportunity Employer and are committed to building an inclusive and supportive workplace where everyone can thrive

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