Executive Assistant to the CEO, COO, and Chairman

Description

Summary:

The Executive Assistant provides high-level administrative, organizational, and operational support to the Chief Executive Officer (CEO), Chief Operating Officer (COO), and Chairman. This position serves as a trusted partner to the executive leadership team and is responsible for coordinating priorities, managing information, supporting executive communications, preparing reports and presentations, and ensuring timely follow-through on critical business activities.

The Executive Assistant will work across departments to facilitate communication and coordination between executive leadership, operations, sales, customers, and other key stakeholders. This role requires exceptional judgment, discretion, organization, attention to detail, and the ability to anticipate the needs of senior leadership while managing multiple priorities in a fast-paced environment.

This position is essential to maintaining executive effectiveness, organizational alignment, confidentiality, and timely execution of business and operational priorities.

Essential Job Functions:

Executive & Leadership Support

• Provide comprehensive administrative and organizational support to the CEO, COO, and Chairman.
• Manage and coordinate executive calendars, meetings, appointments, and schedules.
• Prepare meeting agendas, briefing materials, presentations, reports, and other executive-level documents.
• Coordinate executive meetings, including scheduling, preparation of materials, meeting logistics, and follow-up.
• Track action items, commitments, and deadlines resulting from executive meetings and ensure appropriate follow-through.
• Assist executives in prioritizing and coordinating competing demands and time-sensitive activities.
• Prepare correspondence, communications, and other materials on behalf of executive leadership as directed.
• Maintain a high level of professionalism and discretion when handling confidential, sensitive, or proprietary information.
• Serve as a professional liaison between executive leadership and employees, customers, vendors, and other external stakeholders.
• Anticipate executive needs and proactively identify issues requiring attention or follow-up.

Reporting, Analysis & Executive Tracking

• Prepare, distribute, and maintain milestone reports, delivery reports, sales reports, and other management reports.
• Track job status, delivery schedules, key dates, commitments, and other critical business milestones.
• Maintain accurate spreadsheets, logs, dashboards, and reporting tools to support executive decision-making.
• Compile information from multiple departments and sources into concise, accurate reports for executive review.
• Monitor outstanding action items and provide timely follow-up with responsible parties.
• Assist in identifying trends, discrepancies, or areas requiring executive attention.
• Support preparation of recurring and ad hoc reports requested by the CEO, COO, and Chairman.

Communication & Relationship Management

• Serve as a professional and responsive point of contact for internal and external communications on behalf of executive leadership as appropriate.
• Facilitate timely communication between executives and department leaders, employees, customers, vendors, and other stakeholders.
• Exercise sound judgment when determining the urgency and appropriate routing of communications and requests.
• Draft, proofread, and format correspondence, presentations, reports, and other executive communications.
• Maintain a professional, polished, and service-oriented presence when interacting with customers, visitors, and business partners.
• Protect confidential information and exercise discretion in all executive and business matters.

Process Support & Continuous Improvement

• Identify inefficiencies, recurring issues, and opportunities to improve administrative and executive workflows.
• Assist with standardizing templates, reports, presentations, tracking tools, and administrative processes.
• Develop and maintain systems that improve organization, communication, accountability, and follow-through.
• Support compliance with internal procedures, customer requirements, and company policies.
• Assist leadership in implementing process improvements and tracking progress against key initiatives.

Requirements

Competencies:

• Exceptional organizational and time-management skills.
• Ability to manage multiple priorities, deadlines, and shifting demands with minimal supervision.
• Strong attention to detail and a high degree of accuracy.
• Excellent written and verbal communication skills.
• Strong follow-through and accountability.
• Ability to work effectively with senior leadership and individuals at all levels of an organization.
• Strong problem-solving and critical-thinking skills.
• Proficient in Microsoft Office Suite, particularly Excel, Word, Outlook, and PowerPoint.
• Ability to create professional reports, presentations, spreadsheets, and executive correspondence.

Educational & Experience Requirements:

• High School diploma or equivalent required.
• Associate or bachelor’s degree in business administration, Accounting, Finance, Communications, or a related field preferred.
• 5+ years of progressively responsible administrative, executive assistant, office management, or related experience preferred.
• Proven experience supporting senior executives, leadership teams, or business owners preferred.
• Experience supporting operations, sales, project-based, or manufacturing environments preferred.
• Experience in manufacturing, marine, industrial, construction, or other project-based environments preferred.

Physical Requirements:

• Ability to sit for extended periods.
• Good hand-eye coordination and the ability to sit in front of computer screens for extended periods. 
• Ability to occasionally lift or carry items such as office supplies, files, or boxes of documents up to 35 LBS.