Executive Assistant & Administrative Professional

Reports To

CEO

Full-Time | Monday–Friday | 8:30 AM – 5:00 PM

Monarch Sign Factory is one of the region's premier sign and visual communications companies, known for exceptional customer service, uncompromising quality, and a commitment to excellence. We operate in a fast-paced environment where every project matters, every detail counts, and teamwork is essential.

We're looking for someone who thrives in organized chaos, enjoys solving problems, anticipates needs before they're expressed, and takes genuine pride in making an organization run exceptionally well.

This is not a traditional administrative position.

This is a leadership role for someone who enjoys building systems, supporting people, managing priorities, and helping executives stay focused on growing the business.

Experience in the sign, printing, graphics, or visual communications industry is highly desirable.

The Executive Assistant & Administrative Professional serves as the organizational backbone of Monarch Sign Factory.

Working directly with the CEO, this individual oversees administrative excellence throughout the company while providing high-level executive support. They ensure that processes are followed, communication flows efficiently, projects stay on track, and our administrative team consistently delivers an exceptional client experience.

The ideal candidate is polished, highly organized, self-directed, and thrives in a demanding environment with multiple competing priorities.

They possess excellent judgment, exceptional attention to detail, strong interpersonal skills, and the confidence to manage projects, priorities, and occasionally people.

• Serve as the CEO's trusted administrative partner.
• Manage calendars, priorities, meetings, and follow-up items.
• Prepare reports, presentations, correspondence, and internal communications.
• Coordinate meetings and special projects.
• Anticipate executive needs before they arise.
• Protect the CEO's time through effective organization and prioritization.
• Oversee daily administrative operations.
• Ensure consistency across administrative processes.
• Monitor workflow and identify opportunities for improvement.
• Maintain exceptional organizational standards throughout the office.
• Help develop systems that improve efficiency, accountability, and communication.
• Support the sales team through process management and communication.
• Ensure timely and accurate order entry and documentation.
• Monitor administrative workflow from order intake through invoicing.
• Help maintain our reputation for outstanding customer service.
• Assist in resolving administrative issues before they become client issues.

Serve as administrator and champion for company operating systems including:

• Loyalty Loop
• Sales communications and automations
• Calendar management
• Standard Operating Procedures (SOPs)
• Internal administrative workflows
• Systems administrator for various office systems

Responsibilities include:

• Internal communications
• User administration
• Training
• Process documentation
• Quality control
• Ensuring company-wide adoption of best practices

• Assist with onboarding and administrative training.
• Guide administrative staff in maintaining company standards.
• Support Customer Service Representatives and office personnel.
• Foster a positive, professional office culture.
• Coordinate employee recognition activities, birthdays, company celebrations, and special events.

A successful candidate will consistently:

• Keep the CEO organized and focused.
• Ensure administrative operations run smoothly with minimal oversight.
• Communicate proactively and professionally.
• Notice details others miss.
• Anticipate problems before they occur.
• Follow through on commitments.
• Build trust across every department.
• Maintain confidentiality and professionalism at all times.
• Improve systems rather than simply maintain them.

• 5+ years of progressively responsible executive administrative experience.
• Experience supporting senior executives or business owners.
• Exceptional organizational and time-management skills.
• Strong Microsoft…