Executive Business & Personal Assistant

Employment Type: Full-Time, Hourly, Non-Exempt

Department: Administration

Reports To: COO / Executive Leadership

We are looking for a highly organized, proactive, and trustworthy Executive Business & Personal Assistant to provide direct support to company leadership and help keep priorities, communication, follow-up, and day-to-day logistics moving across the business.

This is not a traditional administrative assistant role. The right person will become a trusted support partner to executive leadership — helping manage schedules, communication, open tasks, meeting preparation, follow-up items, special projects, and appropriate business or personal administrative logistics.

This role will primarily support the COO while also providing secondary support to the CEO and executive leadership as needed. The position is designed to reduce administrative friction, improve follow-through, and help leadership stay focused on higher-value business priorities.

• Provide direct administrative and coordination support to executive leadership.
• Help manage calendars, meetings, reminders, deadlines, and follow-up items.
• Review and help organize schedules, priorities, and open tasks.
• Assist with email organization, drafting responses, routing requests, and keeping communication moving.
• Prepare meeting agendas, notes, summaries, task lists, and follow-up communications.
• Track action items from meetings and conversations to ensure progress is made.
• Maintain executive follow-up lists, including items related to the COO, CEO, and broader leadership team.
• Help coordinate between departments including administration, accounting, sales, service, operations, purchasing, and leadership.
• Assist with special projects, process improvements, internal communication, and business initiatives.
• Gather information, organize options, and prepare summaries to support decision-making.
• Coordinate travel, reservations, appointments, and meeting logistics when needed.
• Help identify what needs attention, what can be delegated, and what should be escalated.
• Provide occasional personal administrative support and logistics coordination that help reduce distractions and keep leadership focused.
• Maintain a high level of confidentiality and discretion when handling company, customer, employee, financial, personal, or leadership-related information.

This position is intended to support executive leadership, not replace or duplicate existing accounting, payroll, AR/AP, HR, or department-specific administrative functions.

For CEO-related support, this role will generally receive direction through the COO unless otherwise assigned. This allows leadership requests, follow-up items, and open questions to be captured, prioritized, and tracked without creating confusion or duplicating work already handled by other team members.

The role should focus on organizing and moving approved items forward, not independently taking over accounting, payroll, HR, or department-specific responsibilities.

• Prior experience as an executive assistant, personal assistant, administrative assistant, office coordinator, business coordinator, or similar role preferred.
• Strong organizational skills and excellent attention to detail.
• Ability to manage multiple priorities and keep track of many moving pieces.
• Clear and professional written and verbal communication skills.
• Comfortable using Microsoft Outlook, Teams, Word, Excel, and general business software.
• Ability to draft professional emails, summarize information, and organize follow-up items.
• Comfortable working directly with leadership while also building good relationships across departments.
• Ability to take initiative, anticipate needs, and follow through without constant direction.
• Professional judgment, discretion, and ability to handle confidential information.
• Reliable, responsive, friendly, and team-oriented.
• Comfortable with both business support and appropriate personal administrative support.
• Valid driver’s license and reliable transportation required for occasional local coordination.
• Must be able to successfully pass a criminal background check.

The ideal candidate is organized,…