Executive Assistant

Executive Assistant

The Executive Assistant provides proactive, high-level administrative and operational support to the President of Roofing Systems and leadership team. This role ensures the seamless execution of strategic priorities by managing complex scheduling, communications, reporting, and cross-functional coordination both with internal and external stakeholders. The position requires exceptional discretion, sound judgment, and the ability to operate effectively in a fast-paced environment.

• Provide comprehensive administrative support to the President of Roofing Systems and leadership team, ensuring priorities, communications, and deliverables are managed effectively
• Serve as a trusted point of contact for senior leadership, building strong working relationships with internal and external stakeholders while exercising sound judgment on priorities
• Manage calendars, resolving conflicts and aligning schedules with strategic priorities, tracking commitments, decisions, and deadlines coming out of leadership meetings
• Coordinate Business Reviews and Roofing Town Hall meetings. Manage presentation documentation and schedule
• Support special projects and cross-functional initiatives by coordinating timelines, collecting inputs, and monitoring progress against deadlines
• Coordinate the leadership meeting cadence, including agendas, pre-read materials, presentations, minutes, action logs, and meeting follow-up
• Coordinate domestic travel, including detailed itineraries and logistics
• Prepare and reconcile expense reports; monitor and report on travel and entertainment spend
• Serve as a key liaison between executives and internal/external stakeholders, including operations, suppliers, and cross-functional partners
• Maintain strict confidentiality when handling sensitive business and personnel matters
• Support leadership communications, ensuring clarity, consistency, and professionalism
• Support preparation for supplier, operations, and business review meetings, including presentation materials and follow-up tracking
• Assist with purchase order, invoice, or contract workflow coordination as applicable to department processes
• Coordinate cross-functional inputs for operating plans, budget cycles, and strategic initiatives
• Plan and execute leadership meetings, including Staff, Pulse, and Town Hall sessions across locations and event coordination of offsite and onsite team events.
• Develop agendas, produce meeting materials, capture minutes, and track follow-up actions
• Create high-quality executive presentations (Strategic Plans, AOP, succession planning, etc.)
• Prepare weekly, monthly, and annual reports highlighting goals, priorities, and performance metrics
• Maintain organized digital and physical records, ensuring documentation is accurate, accessible, and handled in accordance with confidentiality and retention requirements
• Support business planning processes and leadership reporting needs
• Assist with financial tracking and interpretation of basic business metrics
• Leverage AI-powered tools and Microsoft 365 Copilot capabilities to improve reporting efficiency, summarize business information, draft communications, and support executive decision-making
• Develop and maintain dashboards, reports, and data summaries using Excel, Power BI, or similar tools to provide actionable insights on key business metrics and priorities
• Identify and implement process improvements to enhance administrative efficiency and team effectiveness
• Maintain and optimize standard operating procedures for team processes
• Identify opportunities to apply AI and automation solutions to streamline administrative workflows, improve productivity, and reduce manual effort across the team
• Support office operations including ordering supplies and kitchen coordination for the 11th floor, including space planning, seating coordination, and internal moves
• Maintain and update organizational charts and internal portal (e.g., SharePoint) content
• Support onboarding processes for new hires, including coordination of equipment, access, and orientation logistics
• Process and track technology and equipment requests
• Support cross-location team coordination between field employees and JM locations
• Assist with office logistics and shared spaces to maintain a productive work environment
• Provide additional administrative or operational support as needed

• Bachelor's degree or equivalent experience
• 5+ years of experience supporting senior executives in a corporate environment
• Demonstrated ability to manage confidential information with discretion
• Advanced proficiency in Microsoft 365 (Outlook, Teams, PowerPoint, Excel, SharePoint)
• Demonstrated proficiency with AI-enabled business tools (e.g., Microsoft Copilot or similar platforms) and the ability to effectively utilize technology to enhance productivity, reporting, communication, and business processes
• Strong analytical and data reporting skills, including experience creating executive-level dashboards, interpreting…