Executive Assistant

Executive Assistant

Position Summary

The Executive Assistant provides high-level administrative and organizational support to the President & CEO, Chief Financial Officer, and Director of Human Resources. Although this position formally reports to the Director of Human Resources, it works cross-functionally with the senior leadership team to ensure smooth daily operations, seamless communication, and strong organizational coordination.

The ideal candidate is proactive, detail-oriented, highly organized, and capable of managing multiple priorities with discretion and professionalism.

Key Responsibilities

Executive Support

• Manage the President & CEO's calendar, including scheduling, prioritizing, and coordinating meetings, appointments, and travel.
• Provide administrative support to the President & CEO, CFO, and HR Director, maintaining confidentiality and professionalism at all times.
• Coordinate and book travel arrangements for executives and new hires (flights, hotels, rental cars, itineraries).
• Assist with creating presentations, reports, agendas, and meeting materials as requested.
• Process and track missing manager reports to ensure timely completion.
• Assist with planning company meetings, events, and recognition activities.

Human Resources & Payroll Support

• Complete E-Verify and new hire employment eligibility documentation.
• Serve as a backup for the bi-weekly payroll process, ensuring accuracy and timeliness.
• Input employee referral bonuses and ensure proper documentation.
• Manage apparel voucher distribution and tracking.
• Conduct PTO audits and follow up on discrepancies as needed.
• Support HR initiatives, recognition programs, and quarterly service awards.

Administrative Operations

• Update and maintain company organizational charts.
• Maintain accurate and timely end-of-month reporting for leadership.
• Order office supplies, corporate gifts, flowers, and event materials as needed.
• Send out birthday cards, milestone recognitions, and service awards.
• Update internal communications such as the TV Guide or display screens.
• Support office management functions to ensure a professional and welcoming environment.

Employee & New Hire Support

• Manage onboarding travel logistics for new hires (book flights/hotels, coordinate schedules).
• Assist with new hire communications and administrative onboarding items.

General Support

• Provide general administrative assistance across departments as needed.
• Maintain a high level of accuracy, organization, follow-through, and ownership in daily tasks.
• Build strong working relationships across the company to enhance coordination and communication.

Qualifications & Requirements

• 3+ years of experience in an administrative, executive assistant, or office management role; executive-level support strongly preferred.
• Exceptional organization, time management, and follow-through skills.
• Strong written and verbal communication skills.
• Ability to manage confidential information with professionalism and discretion.
• Proficiency in Microsoft Office Suite (Outlook, Teams, Word, Excel, PowerPoint).
• Experience with HR or payroll systems (Dayforce preferred) is a plus.
• Ability to multitask in a fast-paced environment and anticipate needs ahead of time.
• High level of professionalism, customer service orientation, and reliability.

What We Offer

• Competitive compensation
• Health, dental, vision, short- & long-term disability, and life insurance
• 401(k) with company match
• Paid time off and holidays

• Supportive and team-oriented work environment

About Hill & Smith:

Hill & Smith, Inc. is an industry-leading manufacturer of highway safety products, software, and services committed to protecting the traveling public and enhancing infrastructure safety. Headquartered in Columbus, Ohio, we are a member of the HS Roads & Security division of Hill & Smith Holdings PLC, based in Birmingham, England and publicly traded on the London Stock Exchange. Our worldwide Group Purpose is to "Create sustainable infrastructure and safe transport through innovation."

Hill & Smith, Inc. operates four manufacturing facilities in the US and sells a wide array of transportation safety products around the world. Our products include roadside safety hardware (steel…