Executive Assistant
Durham, NC
Full Time
Mid Level
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
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