Executive Assistant

Role Overview

• Provide day-to-day administrative support to the President, COO, CFO, and CPO.
• Manage complex calendars, scheduling, and prioritization of meetings across internal and external stakeholders.
• Coordinate executive communications, including email triage, drafting correspondence, and preparing briefing materials.
• Serve as a liaison between executives and employees, customers, vendors, and partners.
• Maintain confidentiality and professionalism in handling sensitive business and personnel matters.
• Coordinate domestic and international travel arrangements (flights, hotels, ground transportation, itineraries).
• Prepare detailed travel schedules and logistics packages.
• Plan and coordinate executive meetings, offsites, leadership sessions, and internal events.
• Support logistics for board meetings, leadership summits, and executive planning sessions.
• Capture and distribute meeting agendas, notes, and action items.
• Assist with general office coordination and administrative processes.
• Manage supplies, vendor relationships, and service requests as needed.
• Support onboarding logistics for executive hires and key leaders.
• Help coordinate cross-functional initiatives and follow-ups tied to executive priorities.
• Create and format PowerPoint presentations for executive meetings, board discussions, and leadership communications.
• Perform basic Excel work (tracking, reporting, summaries, simple data analysis) to support executive initiatives.
• Compile briefing materials, reports, and dashboards for leadership review.
• Assist with document preparation, formatting, and version control.
• Track key executive priorities, deadlines, and deliverables.
• Support cross-functional coordination tied to strategic initiatives.
• Anticipate executive needs and proactively resolve administrative or logistical challenges.
• Support special projects as assigned by the Executive Team.

Requirements

• 5+ years of experience supporting senior executives in a fast-paced business environment.
• Demonstrated experience managing multiple executive calendars and priorities.
• Strong proficiency in Microsoft Office (PowerPoint, Excel, Outlook, Word).
• Exceptional organizational, time-management, and prioritization skills.
• High degree of discretion and ability to handle confidential information.
• Excellent written and verbal communication skills.
• Ability to operate independently and exercise sound judgment.
• Experience supporting multi-leader executive teams (preferred).
• Background in industrial services, field services, construction, or similar operational environments (preferred).
• Experience supporting board-level materials and executive reporting (preferred).
• Familiarity with expense management, travel platforms, and project tracking tools (preferred).

Benefits

• In addition to highly employer-subsidized medical, dental, and vision plans, Astro Pak offers competitive retirement savings and 401k plans, flexible spending, family leave, training and paid time off.