Executive Administrative Assistant

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Description

Executive Administrative Assistant

Position Overview

Haven Services, LLC is seeking a highly trusted and detail-oriented Executive Administrative Assistant - Legal, Human Resources, Marketing, Customer Service & Administration to provide executive-level administrative and operational support to the General Counsel, with a dotted-line partnership to Human Resources, Marketing, Customer Service, and executive leadership.

This role serves as a critical partner supporting executive workflow management, legal and HR administration, leadership communications, workforce initiatives, and organizational consistency across all Company locations. The ideal candidate demonstrates exceptional judgment, organizational excellence, professionalism, and the ability to manage highly confidential information in a fast-paced, multi-location environment.

Key Responsibilities

Executive & Administrative Support

* Provide high-level executive administrative support to the General Counsel and executive leadership.

* Manage calendars, meeting coordination, travel arrangements, expense reporting, and executive scheduling priorities.

* Prepare executive correspondence, presentations, reports, agendas, meeting materials, and meeting minutes with professionalism and accuracy.

* Coordinate leadership meetings, executive communications, and cross-functional administrative activities.

* Serve as a trusted administrative resource managing sensitive communications, deadlines, and competing priorities

Legal Administrative Support

* Maintain organized and audit-ready legal files, agreements, contracts, regulatory documentation, and confidential business records.

* Assist with document preparation, execution, routing, version control, and signature coordination.

* Coordinate administrative activities with internal stakeholders and external legal counsel as needed.

* Maintain strict confidentiality and professionalism regarding legal, employee, and executive matters.

Human Resources Partnership

* Partner with Human Resources leadership on administrative support related to employee relations, policy administration, investigations, compliance documentation, and workforce initiatives.

* Assist with preparation of HR-related reports, executive summaries, presentations, and leadership communications.

* Support secure handling and organization of confidential employee records and documentation.

* Assist with administrative coordination related to onboarding, training initiatives, and leadership development programs.

Requirements

Marketing Administrative Support

* Provide executive-level administrative support for Marketing leadership and brand initiatives.

* Coordinate presentations, reports, meetings, communications, and marketing workflows.

* Support trade shows, sponsor ships, company events, and promotional activities,including logistics and vendor coordination.

* Manage branded materials, promotional items, uniforms, business cards, and marketing requests.

* Assist with fleet branding, decal coordination, and vendor communication.

* Maintain marketing asset libraries, templates, logos, photos, videos, and brand standards.

* Support brand rollouts, acquisitions, integrations, and community engagement initiatives.

* Assist with marketing-related projects and administrative support as needed.

Customer Service Administrative Support

* Provide executive-level administrative support for Customer Service leadership and customer experience initiatives.

* Coordinate reporting, presentations, operational tracking, and departmental communications.

* Support customer service workflows, speed-to-lead initiatives, and operational process coordination.

* Assist with scheduling, meetings, reporting tools, templates, and departmental documentation.

* Coordinate administrative support for customer engagement activities, leadership meetings, and service initiatives.

* Serve as an administrative liaison supporting communication across departments.

* Assist with customer service projects and executive requests as needed.

Apprenticeship Program Administrative Support

* Provide centralized administrative support for the Company's apprenticeship and workforce development programs, in partnership with Legal, Human Resources, and operational leadership.

* Manage and maintain all apprenticeship-related administrative paperwork, including enrollment forms, participation agreements, acknowledgments, and compliance documentation.

* Support compliance with applicable federal, state, and program-specific apprenticeship requirements by organizing documentation, tracking deadlines, and maintaining audit-ready records.

* Assist with preparation, distribution, and tracking of apprenticeship communications, forms, and updates to internal stakeholders.

Multi-Location Coordination & Organizational Consistency

* Support executive leadership in driving consistent administrative processes, documentation standards, and communication practices across Company locations.

* Assist with development and maintenance of…