Executive Assistant

The Executive Assistant will provide high-level administrative support to members of the executive leadership team. This role demands exceptional organizational skills, attention to detail, and the ability to manage competing priorities in a fast-paced environment. Key responsibilities include managing calendars, coordinating meetings, arranging travel, preparing communications, and handling confidential information with professionalism and discretion.

Essential Functions

The following responsibilities are general duties that a particular employee in this position may or may not be required to perform. The actual duties required of this position may vary. 

• Manage complex calendars, including scheduling meetings, appointments and travel for executive leaders.
• Coordinate logistics for meetings, conferences and events, including preparation of materials, agendas and follow-up items.
• Screen and prioritize incoming communications, including emails, calls and mail; respond or route as appropriate.
• Manage a variety of complex and confidential situations and duties to support executive management in accordance with company policies, practices, and procedures. 
• Prepare executive expense reports.
• Prepare, edit and proofread correspondence, presentations, reports and other documents. 
• Support annual budget (GTO) process by coordinating deadlines and assisting in the preparation of key deliverables. 
• Maintain organized filing systems and ensure timely access to critical documents and records.
• Assist with the upkeep of HR databases and personnel records, ensuring data is accurate, confidential and compliant with company protocol.
• Assist with tracking, processing, and organizing legal invoices, including coordination with internal legal team and external vendors to ensure timely and accurate billing.
• Performs other activities assigned.

Minimum Requirements:

• Associates degree.
• 3-5 years of experience in an administrative or executive support role.Experience supporting senior executives or C-level leaders strongly preferred.
• Advanced proficiency in MS Office (Outlook, Word, PowerPoint, and Excel). 
• Experience in calendar management and expense reporting.
• Professional demeanor and ability to interact with internal and external stakeholders at all levels.
• Proven ability to handle confidential and sensitive information with discretion.
• Flexibility and adaptability in managing multiple and shifting priorities while maintaining a high degree of accuracy and attention to detail.
• Excellent organizational and time management skills.
• Excellent written and verbal communication skills. 
• Strong problem-solving skills and ability to work independently with minimal supervision; seeks to understand the underlying need, asks timely questions when clarification is required, and identifies opportunities to improve processes and outcomes.

Preferred Requirements: 

• Familiarity with productivity tools (e.g, Teams, Concur, Oracle).
• Commitment to excellence – perform duties at the highest level possible on a consistent basis.
• Excellent communicator - able to interact with people of all levels in a confident, professional manner.
• Business sense – has a strong business sense and ability to perform work with tact and judgment; handle confidential information with discretion.
• Service and stakeholder focus – builds effective relationships across functions, seeks to understand stakeholder needs, and delivers responsive support aligned with those needs.
• Strong event planning and logistics coordination experience.
• Experience preparing executive-level reports, presentations and communications.
• Self-starter who proactively anticipates needs, identifies opportunities to contribute, takes ownership through completion, and resolves issues without waiting to be directed.

Benefits and Compensation

The pay range for applicants in this position generally ranges between $28.85/hour and $38.46/hour. The range is an estimate based on potential employee qualification operations, needs, and other considerations permitted by law.

In addition to career advancement and growth, continuous training, and mentoring opportunities, PCG/Stonhard offers an excellent comprehensive health plan and financial benefits program including but not limited to, paid holidays, paid time off, 401(k) with company match, Company Pension Plan and Stock Purchase Plans.

Qualified applicants will receive consideration for employment without regard to their race, color, religion, national origin, sex, sexual orientation, gender identity, protected veteran status or disability.