Executive Assistant to the CEO

Job Description Job Title: Executive Assistant to the CEO FLSA Status Non-Exempt Department: Administration Employment Status Full-Time Reports To: CEO Work Location Hybrid/On-site/Remote (as applicable) Position Summary Extreme Steel Inc. is seeking a highly organized, proactive, and discreet Executive Assistant to provide comprehensive administrative and organizational support to the Chief Executive Officer (CEO). This individual will serve as a trusted partner to the CEO, helping maximize productivity, manage competing priorities, and ensure the efficient coordination of executive-level activities. The Executive Assistant will manage the CEOs calendar, communications, meetings, travel arrangements, and administrative priorities while maintaining a high level of professionalism, confidentiality, and attention to detail. The position will also provide occasional administrative and coordination support to the CEOs direct reports and other members of the leadership team as needed. The ideal candidate is resourceful, anticipates needs before they arise, exercises sound judgment, and can operate effectively in a fast-paced business environment. This individual will be comfortable interacting with executives, employees, customers, vendors, and other business partners while representing the CEO and Extreme Steel Inc. with professionalism. Key Responsibilities Executive Support and Calendar Management Provide day-to-day administrative support to the CEO, ensuring effective organization and prioritization of executive responsibilities.Manage the CEOs calendar, including scheduling meetings, coordinating appointments, resolving scheduling conflicts, and proactively identifying competing priorities.Prepare the CEO for meetings by organizing agendas, background materials, presentations, and other relevant documentation.Coordinate domestic and, as needed, international travel arrangements, including transportation, lodging, itineraries, and expense documentation.Monitor follow-up items, deadlines, and commitments to help ensure timely completion of executive priorities.Anticipate the CEOs needs and proactively address administrative matters to support efficient use of time. Communication and Correspondence Manage incoming communications, correspondence, and requests, determining priorities and directing matters appropriately.Draft, proofread, and format emails, letters, reports, presentations, and other executive communications.Serve as a professional point of contact between the CEO and internal and external stakeholders.Exercise discretion when handling sensitive information and use sound judgment when determining what requires the CEOs attention.Maintain timely, clear, and professional communication with employees, customers, vendors, and business partners. Meeting and Project Coordination Coordinate leadership meetings, executive reviews, company meetings, and other business events as assigned.Prepare meeting agendas, compile supporting materials, record meeting notes when appropriate, and track action items and follow-up commitments.Coordinate logistics for meetings and events, including scheduling, conference rooms, virtual meeting arrangements, and attendee communications.Assist the CEO with special projects, research, information gathering, presentations, and follow-up activities.Maintain organized records and documentation to support executive decision-making and business operations. Administrative and Business Support Prepare and process expense reports, invoices, purchase requests, and other administrative documentation as assigned.Maintain accurate, organized, and confidential electronic and physical files.Assist with the preparation and organization of reports, presentations, spreadsheets, and other business documents.Support administrative processes that improve efficiency, organization, and communication across the business.Handle ad hoc assignments and other administrative responsibilities as directed by the CEO. Occasional Leadership Team Support Provide occasional administrative support to the CEOs direct reports, particularly for leadership meetings, scheduling coordination, document preparation, travel arrangements, and special projects.Assist with cross-functional coordination and communication among members of the leadership team.Help ensure that executive meetings, deliverables, and follow-up activities are organized and completed efficiently.Balance additional requests against the CEOs priorities and coordinate competing demands with the appropriate individuals. Qualifications and Experience Associates or bachelors degree in business administration, office administration, or a related field preferred; equivalent relevant experience will be considered.Minimum of 5 years of experience in an executive assistant, senior administrative assistant, or similar support role, preferably supporting a CEO or senior executive.Demonstrated experience managing complex calendars, coordinating meetings, arranging travel, and handling confidential information.Strong proficiency in Microsoft Office applications, particularly Outlook, Word, Excel, and PowerPoint, as well as virtual meeting and collaboration tools.Excellent written and verbal communication skills, including the ability to prepare professional correspondence and executive-level materials.Strong organizational, time-management, prioritization, and problem-solving skills.Experience working with senior leaders and coordinating across multiple departments or business functions.Ability to manage changing priorities, meet deadlines, and maintain accuracy in a fast-paced environment. Key Competencies Discretion and confidentiality: Handles sensitive business, personnel, financial, and executive information with appropriate care.Proactive thinking: Anticipates needs, identifies potential conflicts, and addresses issues before they become problems.Sound judgment: Makes appropriate decisions independently and knows when to escalate matters to the CEO.Organization and attention to detail: Maintains accurate schedules, records, communications, and follow-up activities.Communication and interpersonal skills: Builds effective working relationships with employees, executives, customers, vendors, and external partners.Adaptability: Responds effectively to changing priorities and shifting business needs.Professionalism and accountability: Demonstrates reliability, ownership, responsiveness, and a high standard of performance.Relationship management: Develops a trusted working relationship with the CEO while maintaining appropriate boundaries and professional discretion. Measures of Success Success in this role will be demonstrated by: Effective management of the CEOs calendar, priorities, and daily administrative needs.Improved executive productivity through proactive planning, preparation, and follow-through.Accurate, timely, and professional handling of communications and business documentation.Well-organized meetings, travel arrangements, and leadership activities.Consistent protection of confidential information and appropriate exercise of discretion.Effective coordination with the CEOs direct reports and other stakeholders when additional support is needed.A dependable, solutions-oriented approach that contributes to the overall effectiveness of the executive team. Working Relationships The Executive Assistant reports directly to the CEO and works closely with the CEOs direct reports, other members of the leadership team, employees across the organization, and external business partners. The position requires the ability to work independently while maintaining close alignment with the CEOs priorities and expectations. General Statement This job description is intended to describe the general nature and level of work performed in this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Responsibilities may be adjusted as business needs evolve. Extreme Steel Inc. is an equal opportunity employer and considers qualified applicants in accordance with applicable employment laws. Disclaimer This job description is intended to describe the general nature and level of work performed by employees assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, and qualifications. Management reserves the right to modify, add, or remove duties as business needs require. Equal Employment Opportunity Extreme Steel Inc. is an Equal Opportunity Employer and is committed to providing equal employment opportunities to all applicants and employees. Employment decisions are made without regard to race, color, religion, creed, sex, pregnancy, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, veteran status, or any other characteristic protected by applicable federal, state, or local law.