11d ago

Executive Assistant

Executive AssistantAdministration & Office Support

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Quick Summary

Key Responsibilities

Executive Leadership Support Manage complex calendars for the President & CEO and members of the executive team, including scheduling meetings, resolving conflicts,

Technical Tools

Executive AssistantAdministration & Office Support

Title: Executive Assistant

Job Type: Full time

Location: Durham, NC 27703

Summary: The Executive Assistant provides administrative and organizational support to the President & CEO and the executive leadership team, while serving as the first point of contact for visitors, callers, and new hires at our Durham office.

Essential Duties and Responsibilities:
Executive Leadership Support

Manage complex calendars for the President & CEO and members of the executive team, including scheduling meetings, resolving conflicts, and prioritizing time-sensitive requests
Coordinate executive and leadership team meetings
Support Board of Directors meetings, including scheduling, preparing and distributing board packets, and coordinating logistics
Arrange domestic and international travel, including flights, lodging, ground transportation, and itineraries for executives and visiting customers or partners
Prepare, process, and reconcile expense reports for executives and VPs in a timely, accurate manner
Draft, edit, and format correspondence, presentations, reports, and spreadsheets on behalf of leadership
Screen and prioritize incoming calls, emails, and requests for executives, responding directly or routing to the right person
Handle confidential and sensitive information (financial, personnel, customer, and strategic) with discretion
Coordinate visits from customers, auditors, suppliers, and other guests hosted by leadership, including agendas, facility tours, and catering
Plan and support leadership offsites, company-wide meetings, and employee events
Maintain organized electronic and physical files for the executive team, in line with company document control practices
Act as a liaison between the executive team and internal departments to follow up on deadlines and requests

Front Office and Reception

Greet visitors and provide general support to visitors and the employees they are meeting
Oversee visitor sign-ins and visitor badge distribution, following site safety and security procedures
Answer and direct incoming calls to the main line
Coordinate inbound and outbound office mail and deliveries
Coordinate and organize office activities
Maintain the general appearance of the front office and shared spaces
Assist HR with coordinating and greeting new hires
Other duties as required

Desired Education:
High School Diploma or equivalent required; Associate's or Bachelor's degree preferred

Desired Skills & Experience:

3–5 years of administrative experience, including at least 2 years supporting senior leaders or executives
Advanced skills in the MS Office suite (Outlook, Word, Excel, PowerPoint) and Teams; experience with SharePoint a plus
Proven ability to manage multiple calendars and competing priorities in a fast-paced environment
Excellent written and verbal communication skills, with a professional, welcoming presence
Ability to use excellent judgement and discretion with confidential information
Strong organizational skills, attention to detail, and follow-through
Self-starter who anticipates needs and can work independently with minimal direction
Strong work ethic and a customer-service mindset
Experience in a manufacturing or regulated (ISO/quality) environment a plus

Work Environment:

Work is normally performed in a climate-controlled office environment, with occasional time in a heated manufacturing and warehouse facility (e.g., escorting visitors on tours)
The noise level in the work environment is usually low to moderate
Occasional work outside normal business hours may be required to support board meetings, executive travel, or company events