Executive Assistant to CEO, COO, and Chairman

Summary

The Executive Assistant provides high-level administrative, organizational, and operational support to the Chief Executive Officer (CEO), Chief Operating Officer (COO), and Chairman. This position serves as a trusted partner to the executive leadership team and is responsible for coordinating priorities, managing information, supporting executive communications, preparing reports and presentations, and ensuring timely follow-through on critical business activities.

The Executive Assistant provides high-level administrative, organizational, and operational support to the Chief Executive Officer (CEO), Chief Operating Officer (COO), and Chairman. This position serves as a trusted partner to the executive leadership team and is responsible for coordinating priorities, managing information, supporting executive communications, preparing reports and presentations, and ensuring timely follow-through on critical business activities.

The Executive Assistant will work across departments to facilitate communication and coordination between executive leadership, operations, sales, customers, and other key stakeholders. This role requires exceptional judgment, discretion, organization, attention to detail, and the ability to anticipate the needs of senior leadership while managing multiple priorities in a fast-paced environment.

This position is essential to maintaining executive effectiveness, organizational alignment, confidentiality, and timely execution of business and operational priorities.

• Provide comprehensive administrative and organizational support to the CEO, COO, and Chairman.
• Manage and coordinate executive calendars, meetings, appointments, and schedules.
• Prepare meeting agendas, briefing materials, presentations, reports, and other executive-level documents.
• Coordinate executive meetings, including scheduling, preparation of materials, meeting logistics, and follow-up.
• Track action items, commitments, and deadlines resulting from executive meetings and ensure appropriate follow-through.
• Assist executives in prioritizing and coordinating competing demands and time-sensitive activities.
• Prepare correspondence, communications, and other materials on behalf of executive leadership as directed.
• Maintain a high level of professionalism and discretion when handling confidential, sensitive, or proprietary information.
• Serve as a professional liaison between executive leadership and employees, customers, vendors, and other external stakeholders.
• Anticipate executive needs and proactively identify issues requiring attention or follow-up.

• Prepare, distribute, and maintain milestone reports, delivery reports, sales reports, and other management reports.
• Track job status, delivery schedules, key dates, commitments, and other critical business milestones.
• Maintain accurate spreadsheets, logs, dashboards, and reporting tools to support executive decision-making.
• Compile information from multiple departments and sources into concise, accurate reports for executive review.
• Monitor outstanding action items and provide timely follow-up with responsible parties.
• Assist in identifying trends, discrepancies, or areas requiring executive attention.
• Support preparation of recurring and ad hoc reports requested by the CEO, COO, and Chairman.

• Serve as a professional and responsive point of contact for internal and external communications on behalf of executive leadership as appropriate.
• Facilitate timely communication between executives and department leaders, employees, customers, vendors, and other stakeholders.
• Exercise sound judgment when determining the urgency and appropriate routing of communications and requests.
• Draft, proofread, and format correspondence, presentations, reports, and other executive communications.
• Maintain a professional, polished, and service-oriented presence when interacting with customers, visitors, and business partners.
• Protect confidential information and exercise discretion in all executive and business matters.

• Ide…