Receptionist/Executive Administrative Assistant
Job Description
Receptionist / Executive Administrative Assistant
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Be the person who keeps the CEO one step ahead.
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We’re looking for a smart, highly organized, proactive Receptionist / Executive Administrative Assistant who thrives in a fast-paced environment and genuinely enjoys making things happen.
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This is not a “sit at the front desk and answer phones” position.
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You’ll work closely with an extremely busy CEO, helping manage the constant flow of meetings, priorities, information, communications, and commitments that come with leading two growing companies. The right person will become a trusted partner who knows what needs to happen, what’s coming next, and what might otherwise fall through the cracks.
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If you are the person who naturally keeps lists, loves a well-organized calendar, notices the details others miss, and thinks “I’ll take care of it”—we want to meet you.
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What You’ll Do
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Keep the CEO organized and prepared
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- Manage and coordinate a complex, constantly changing calendar
- Schedule meetings, appointments, calls, and other commitments
- Prepare the CEO for upcoming meetings by organizing information, documents, and action items
- Track follow-ups and commitments to ensure important items don’t get lost
- Help prioritize competing demands and protect the CEO’s time
- Anticipate needs and take action before being asked
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Be the communication hub
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- Serve as a professional and welcoming first point of contact for visitors and callers
- Manage incoming correspondence, emails, and communications
- Handle sensitive and confidential information with discretion
- Make sure important messages get to the right people at the right time
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Make the CEO’s day easier
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- Prepare documents, presentations, reports, agendas, and meeting materials
- Coordinate travel and logistics--both domestic and international
- Maintain organized files and records
- Help manage special projects and assignments
- Follow up with others on behalf of the CEO
- Jump in wherever needed to keep things moving
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What We’re Looking For
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We’re looking for someone who is:
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- Exceptionally organized — You can manage 20 moving pieces without losing track of #21.
- Proactive — You don't wait to be told what needs to happen next.
- Smart and resourceful — You can figure things out, solve problems, and find answers.
- Detail-oriented — You notice the small things because you know the small things matter.
- A strong communicator — You can communicate professionally with everyone from employees to executives to customers.
- Discreet and trustworthy — You will be exposed to confidential information and must know how to handle it appropriately.
- Calm under pressure — When the calendar changes five times before lunch, you don't panic—you reorganize.
- Tech-savvy — You are comfortable learning and using Microsoft Office, Outlook, Teams, calendars, spreadsheets, and other business systems.
- Confident but personable — You can professionally manage interruptions, competing priorities, and demanding situations without losing your composure.
- A self-starter — You see something that needs to be done and take ownership of it.
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The Personality That Will Thrive Here
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The ideal candidate is someone who loves bringing order to chaos.
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You don't need every instruction spelled out. You listen, observe, ask smart questions, and learn how the CEO operates. You understand that being effective isn't just about completing tasks—it's about anticipating what comes next and making sure it happens.
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You are comfortable saying:
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“I already took care of that.”
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And even better:
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“I noticed that was coming up, so I went ahead and handled it.”
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In this role, your organization, judgment, follow-through, and ability to anticipate needs will have a direct impact on the CEO's ability to focus on the company's biggest priorities.
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- If you’re looking for a position where your intelligence, initiative, organization, and ability to make things happen will genuinely matter, this could be the opportunity you've been looking for.
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