Administrative Assistant

Overview

We are seeking a high-level Executive Assistant to support the CEO of a rapidly growing security company. This role goes far beyond traditional admin support. The Executive Assistant will act as a central coordinator, client-issue gatekeeper, and execution driver, ensuring operational discipline, client satisfaction, and protection of the CEO’s time.

This position is ideal for someone who thrives in fast-paced environments, is highly organized, professional under pressure, and comfortable enforcing accountability across teams.

• 401(k)
• Competitive salary

• Client Retention & Communication
  • Monitor and manage incoming client communications
  • Track, log, and follow up on all client issues and requests
  • Ensure timely resolution of complaints with Operations
  • Draft professional responses and updates on behalf of the CEO
  • Schedule and prepare quarterly client check-ins
  • Track contract renewals, expirations, and pricing adjustments
• CEO Support & Time Management
  • Manage CEO calendar, meetings, and priorities
  • Screen emails and calls; escalate only critical matters
  • Prepare meeting agendas, summaries, and follow-ups
  • Act as a buffer between CEO and day-to-day operational noise
• Operations & Staff Coordination
  • Track guard compliance (licenses, training, certifications)
  • Flag repeated attendance or performance issues
  • Coordinate with Operations on coverage gaps and replacements
  • Ensure post orders are updated, distributed, and acknowledged
• Internal Accountability
  • Track internal action items and deadlines
  • Follow up with managers and supervisors to ensure execution
  • Maintain task lists and weekly reports for CEO review
• Administrative Oversight
  • Coordinate timesheet collection from guards and escalation matters
  • Prepare documents (COIs, letters, internal memos)
  • Assist with onboarding coordination for new hires
  • Support invoicing follow-ups and vendor communication

• 3+ years as an Executive Assistant, Operations Coordinator, or similar role
• Strong written and verbal communication skills
• Exceptional organizational and follow-up abilities
• Comfortable handling confidential and sensitive matters
• Ability to multitask and prioritize under pressure
• Professional demeanor with clients, executives, and staff

• Security, facilities, hospitality, or service-based industries
• Experience supporting a founder or CEO
• Familiarity with scheduling, payroll, or compliance tracking
• Strong communication skills both written and verbal for professional correspondence and customer service interactions

This position offers an engaging work environment where attention to detail and proactive problem-solving are valued highly. The successful candidate will play a vital role in supporting our leadership team through efficient administrative practices and seamless project execution.

Full-time

In person