Executive Assistant
Location
United States
Posted
11 days ago
Salary
0
Seniority
Senior
Job Description
Executive Assistant
Astro Pak
• Provide day-to-day administrative support to the President, COO, CFO, and CPO. • Manage complex calendars, scheduling, and prioritization of meetings across internal and external stakeholders. • Coordinate executive communications, including email triage, drafting correspondence, and preparing briefing materials. • Serve as a liaison between executives and employees, customers, vendors, and partners. • Maintain confidentiality and professionalism in handling sensitive business and personnel matters. • Coordinate domestic and international travel arrangements (flights, hotels, ground transportation, itineraries). • Prepare detailed travel schedules and logistics packages. • Plan and coordinate executive meetings, offsites, leadership sessions, and internal events. • Support logistics for board meetings, leadership summits, and executive planning sessions. • Capture and distribute meeting agendas, notes, and action items. • Assist with general office coordination and administrative processes. • Manage supplies, vendor relationships, and service requests as needed. • Support onboarding logistics for executive hires and key leaders. • Help coordinate cross-functional initiatives and follow-ups tied to executive priorities. • Create and format PowerPoint presentations for executive meetings, board discussions, and leadership communications. • Perform basic Excel work (tracking, reporting, summaries, simple data analysis) to support executive initiatives. • Compile briefing materials, reports, and dashboards for leadership review. • Assist with document preparation, formatting, and version control. • Track key executive priorities, deadlines, and deliverables. • Support cross-functional coordination tied to strategic initiatives. • Anticipate executive needs and proactively resolve administrative or logistical challenges. • Support special projects as assigned by the Executive Team.
Job Requirements
- 5+ years of experience supporting senior executives in a fast-paced business environment.
- Demonstrated experience managing multiple executive calendars and priorities.
- Strong proficiency in Microsoft Office (PowerPoint, Excel, Outlook, Word).
- Exceptional organizational, time-management, and prioritization skills.
- High degree of discretion and ability to handle confidential information.
- Excellent written and verbal communication skills.
- Ability to operate independently and exercise sound judgment.
- Experience supporting multi-leader executive teams (preferred).
- Background in industrial services, field services, construction, or similar operational environments (preferred).
- Experience supporting board-level materials and executive reporting (preferred).
- Familiarity with expense management, travel platforms, and project tracking tools (preferred).
Benefits
- In addition to highly employer-subsidized medical, dental, and vision plans, Astro Pak offers competitive retirement savings and 401k plans, flexible spending, family leave, training and paid time off.
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