Executive Assistant - Auburn
5 hours ago
Job description
The Executive Assistant provides comprehensive administrative, organizational, and operational support across the enterprise, with primary executive support to the President/CEO and functional alignment with the VP of Culture, Learning & Development.
This role is responsible for ensuring smooth daily operations of the corporate office, coordinating executive activities, and supporting compliance, records management, office services, and cross-functional administrative needs.
The Executive Assistant serves as a key point of coordination for internal teams, external partners, and visitors, while maintaining professionalism, confidentiality, and operational efficiency.
Principle Duties and Responsibilities:
Executive & Leadership Support
Maintain and coordinate the President/CEO's calendar, meetings, and scheduling priorities
Organize and support executive and Board meetings, including agendas, materials, room setup, and catering
Coordinate executive communications, correspondence, and document preparation
Organize, maintain, and update customer, competitor, and executive files
Scan, file, and manage executive records and business cards
Office Administration & Operations
Coordinate meeting logistics including rooms, refreshments, catering, and post-meeting cleanup
Answer and route incoming calls; greet visitors and direct them appropriately
Monitor front desk activity, deliveries, and package distribution
Order and manage office, kitchen, and mailing supplies
Maintain general office organization, conference rooms, and common areas
Open, sort, scan, and distribute incoming mail; prepare outgoing and certified mail
Prepare and manage FedEx and USPS shipments
Legal, Compliance & Records Support
Prepare and process NDAs, legal forms, credit applications, and compliance documents
Coordinate legal billing approvals and routing to Accounts Payable
Maintain corporate records, entity filings, licenses, and regulatory documentation for all subsidiaries
Prepare annual and biennial filings including business entity reports, tax exemption forms, DOT filings, and related documentation
Organize and maintain both digital (SharePoint) and physical corporate files
Obtain and maintain Notary Public certification; notarize documents as requested
Vehicle, Travel & Credential Coordination
Coordinate pool and company vehicle usage, documentation, mileage tracking, and renewals
Process new vehicle registrations, titles, plates, and compliance documentation
Maintain passport records, monitor expiration dates, and assist with renewals
Support executive and business travel documentation needs as required
Facilities & Vendor Coordination
Coordinate routine vendors and service providers (office services, shredding, uniforms, equipment, etc.)
Sign and review routine vendor documentation as authorized
Monitor office equipment and facilities needs and coordinate service requests
Additional Responsibilities
Assist with special projects and cross-functional administrative initiatives
Support Culture, Learning & Development activities as requested
Perform other duties as assigned to support organizational effectiveness
Knowledge, Skills, and Abilities
Strong organizational and time-management skills with high attention to detail
Excellent written and verbal communication skills
Ability to handle confidential information with discretion and professionalism
Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and document management systems
Strong interpersonal skills with the ability to interact effectively across all levels of the organization
Ability to manage multiple priorities in a fast-paced environment
Education and Experience Requirements:
High school diploma required; additional education preferred
Minimum of 5 years of experience in an executive assistant or professional administrative role
Experience supporting senior leadership and managing complex administrative responsibilities
Paralegal or Legal Administrative Assistant preferred.
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