Executive Assistant

Overview

Acoufelt is seeking a highly organized, proactive Executive Assistant to provide direct support to multiple Vice Presidents.

This role serves as a central point of coordination across key areas of the business and is ideal for someone who thrives in a fast-paced environment, anticipates needs, keeps priorities moving, and brings structure to a busy executive team.

The Executive Assistant will manage schedules, meetings, communication, travel, follow-up, and administrative priorities while helping ensure important initiatives do not lose momentum. This person will have visibility across multiple areas of the organization and must be comfortable handling confidential information with professionalism and discretion.

Essential Duties

• Provide day-to-day executive support the assigned Vice Presidents, managing competing priorities across all functions.
• Manage complex calendars, meetings, scheduling conflicts, and changing priorities.
• Track key priorities, action items, commitments, and deadlines to ensure follow-through.
• Anticipate executive needs, identify potential issues, and proactively create solutions that keep priorities moving.
• Serve as a professional liaison between executives, employees, customers, vendors, and external partners.
• Handle sensitive business, financial, and personnel information with a high degree of confidentiality and judgment.

Secondary Duties

• Coordinate internal and external meetings, including agendas, materials, logistics, and follow-up.
• Arrange domestic and international travel, including itineraries, accommodations, transportation, and schedule changes.
• Prepare presentations, reports, spreadsheets, correspondence, and other executive materials.
• Process expense reports, invoices, purchasing requests, and other administrative items.
• Support cross-functional projects, leadership meetings, customer visits, and other business initiatives.
• Assist with company events, sales meetings, customer events, and leadership gatherings, including venue, vendor, travel, and materials coordination.

Behavioral Competencies

• Proactive thinking: Anticipates the VPs’ needs and addresses issues before they disrupt priorities.
• Sound judgment and discretion: Makes thoughtful decisions and handles confidential information appropriately.
• Clear communication and relationship building: Builds trust and establishes effective ways of working with each VP.
• Adaptability and follow-through: Adjusts to changing priorities while keeping commitments on track.

Qualifications

• 5+ years of Executive Assistant, Senior Administrative Assistant, Executive Coordinator, or similar experience.
• Experience supporting multiple senior executives simultaneously is strongly preferred.
• Excellent organizational, calendar management, and prioritization skills.
• Strong written and verbal communication skills.
• High level of professionalism, discretion, and confidentiality.
• Strong proficiency with Microsoft Office, including Outlook, Excel, PowerPoint, Word, and Teams.
• Comfortable learning and working across multiple business systems and technology platforms.
• Ability to manage competing deadlines and frequent changes without losing attention to detail.
• Strong follow-through and ability to work independently with limited oversight.
• Sound judgment and confidence interacting with senior leaders, customers, vendors, and employees at all levels.
• Experience within manufacturing, commercial interiors, architecture/design, building products, or another fast-paced B2B environment is a plus.

Physical Requirements

• Ability to work at a computer for extended periods, including frequent typing and use of office software.
• Ability to move throughout the office to coordinate meetings, greet visitors, and support executives.
• Ability to use standard office equipment, including phones, printers, and presentation equipment.
• Ability to occasionally lift and carry office supplies or meeting materials, up to 20 pounds if that reflects the actual role.
• Ability to stand and walk for extended periods when supporting meetings, events, or visitors.
• Ability to occasionally bend or reach to retrieve files, supplies, and meeting materials.

Benefits:

• Competitive compensation and bonuses
• Comprehensive health insurance including a choice of two medical plans, dental, vision, employer paid health savings account, and voluntary accident, hospital, life, critical illness.
• Paid Time Off starting at 15 days with carry over
• Collaborative wellness program
• Paid volunteer time off
• 401k employer match
• Employee Assistance Program
• Rewards and Recognitions