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Plan and support company meetings, leadership offsites, and internal team events including owning the end-to-end planning of meetings and conferences, including reserving facilities, coordinating catering, and ensuring all A/V and essential services are prepared. Demonstrate working proficiency with AI-powered tools (e.g., drafting, summarization, scheduling assistants) to augment executive support and drive operational efficiency.

THE COMPANY UG Solutions is a fast-moving, mission-driven private security company with global reach and a strong operational backbone. Headquartered in the greater Charlotte area, we operate in high-stakes environments and support government, humanitarian, and commercial clients. ROLE DESCRIPTION The Executive Assistant is a key member of the team, primarily responsible for providing comprehensive administrative and operational support to the CEO and executive leadership. This role serves as the connective hub of the executive office, ensuring that leadership remains organized, informed, and equipped to execute at a high level. The ideal candidate will have a strong foundation in executive-level administration and a proactive, solutions-oriented approach to supporting a fast-paced, operationally intensive organization. KEY RESPONSIBILITIES Executive Support &ScheduleManagement <ul><li>Serve as the primary administrative support to the CEO and executive leadership team, managing day-to-day priorities and workflow. </li></ul><ul><li>Act as the primary point of contact for internal and external stakeholders. You will vet requests and determine what requires the CEO's immediate attention versus what can be delegated. </li></ul><ul><li>Manage a complex, high-volume calendar. You won't just book meetings; you will prioritize them based on the CEO's goals and ensure they have adequate "deep work" time. </li></ul><ul><li>Manage all travel arrangements for CEO, including domestic and international transportation, accommodations, and itineraries. Support of other executives may be needed on occasion. </li></ul><ul><li>Support the CEO's personal scheduling and logistical needs on an as-needed basis, ensuring seamless coordination between professional and personal commitments. </li></ul>Operations & Administrative Coordination<ul><li>Manage office supply inventory, coordinate vendor relationships, and ensure the executive office operates efficiently. </li></ul><ul><li>Greet and coordinate secure access for external visitors, clients, and partners. </li></ul><ul><li>Assist the Chief of Staff in tracking the progress of various executive initiatives, ensuring deadlines are met across the organization. </li></ul>Communication & Stakeholder Liaison<ul><li>Serve as a professional point of contact between the CEO and internal teams, clients, contractors, and external partner. </li></ul><ul><li>Plan and support company meetings, leadership offsites, and internal team events including owning the end-to-end planning of meetings and conferences, including reserving facilities, coordinating catering, and ensuring all A/V and essential services are prepared. </li></ul><ul><li>Prepare agendas, briefings, and materials in advance. Attend key meetings to capture action items and collaborate with the Chief of Staff to ensure follow-through. </li></ul><ul><li>Draft and edit high-level correspondence, presentations, and reports with a high degree of accuracy and professional tone. </li></ul><ul><li>Handle sensitive and confidential information with the highest degree of discretion and professionalism. </li></ul><ul><li>Answers email as requested, takes messages and/or directs inquiries to another party as appropriate. Research and verify information as necessary to respond to inquiries. </li></ul>REQUIRED QUALIFICATIONS<ul><li>5+ years of experience in an executive assistant or senior administrative role supporting C-suite or VP-level leadership </li></ul><ul><li>Associate's or Bachelor's degree in Business Administration, Communications, or a related field </li></ul><ul><li>Demonstrated ability to manage complex calendars, coordinate high-volume scheduling, and support multiple senior leaders simultaneously </li></ul><ul><li>Strong written and verbal communication skills; professional and polished in all interactions with internal and external stakeholders </li></ul><ul><li>Advanced proficiency in Microsoft Office Suite, with strong expertise in Outlook calendar management, Word, PowerPoint, and Excel </li></ul><ul><li>Demonstrate working proficiency with AI-powered tools (e.g., drafting, summarization, scheduling assistants) to augment executive support and drive operational efficiency. </li></ul><ul><li>Proven ability to handle sensitive and confidential information with absolute discretion </li></ul><ul><li>High degree of self-direction, reliability, and attention to detail; ability to anticipate leadership needs before being asked </li></ul>PREFERRED QUALIFICATIONS<ul><li>Experience supporting executive leadership in a security, defense, law enforcement, or government contracting environment </li></ul><ul><li>Familiarity with contractor workforce management, field operations coordination, or multi-site organizational structures </li></ul><ul><li>Experience with travel and expense management platforms and project or task management tools </li></ul><ul><li>Experience in a fast-paced Small to Mid-sized Business (SMB) environment where adaptability and initiative are essential </li></ul>

UG Solutions

Executive Assistant

Administrative Skills

Artificial Intelligence (AI)

Audiovisual

Business Administration

Calendar Management

Catering Services

Communication Skills

Conferences

Detail Oriented

Establish Priorities

Executive Assistant Skills 

Expense Management

Facilities Management

Follow Through

Government

Government Contracts

Inventory Management

Law Enforcement

Leadership

Microsoft Excel

Microsoft Office

Microsoft Outlook

Microsoft PowerPoint

Microsoft Word

Operational Support

Organizational Skills

Plan Meetings

Presentation/Verbal Skills

Private Security

Remote Team Management

Time Management

Travel Planning

Vendor/Supplier Relations

Workforce Management

Writing Skills

Hire Recruits

The Executive Assistant will provide comprehensive executive support to the Co-CEOs and occasionally additional executives, ensuring seamless management of schedules, communications, travel, meetings, projects, and strategic initiatives. This role is ideal for an experienced Executive Assistant who thrives on organization, anticipates needs before they arise, exercises exceptional judgment, and brings a high level of professionalism, discretion, and emotional intelligence to every interaction.

WHO WE AREAt <a href="https://www.figmarketing.com/?utm_source=chatgpt.com" rel="nofollow">Financial Independence Group</a>, we are one of the nation’s largest Insurance Marketing Organizations, providing innovative products and services to financial professionals across all 50 states.We are seeking a highly capable Executive Assistant to serve as a strategic partner to our Co-CEOs in a fast-paced, high-growth environment. This role is ideal for an experienced Executive Assistant who thrives on organization, anticipates needs before they arise, exercises exceptional judgment, and brings a high level of professionalism, discretion, and emotional intelligence to every interaction.JOIN OUR TEAM TODAY!POSITION OVERVIEWThe Executive Assistant will provide comprehensive executive support to the Co-CEOs and occasionally additional executives, ensuring seamless management of schedules, communications, travel, meetings, projects, and strategic initiatives. This individual will act as a trusted partner to leadership, helping drive efficiency, organization, and follow-through across a wide range of priorities.The ideal candidate is proactive, adaptable, resourceful, highly organized, and capable of managing competing priorities with poise and professionalism. Success in this role requires strong business acumen, excellent communication skills, strong confidentiality, sound judgment, and the ability to build relationships across all levels of the organization.KEY RESPONSIBILITIESExecutive Support & Calendar Management • Manage complex and dynamic calendars, prioritizing meetings, travel, conferences, and appointments with a high degree of accuracy and foresight. •Coordinate all executive travel arrangements, itineraries, logistics, and related documentation. •Anticipate scheduling conflicts and proactively identify solutions to optimize executive time and priorities.•Facilitate communication and coordination between executives, leadership teams, internal departments, and external partners.Communications & Relationship Management •Manage and triage executive email communications, responding or escalating appropriately on behalf of leadership. •Draft polished correspondence, presentations, meeting materials, and executive communications with professionalism and attention to detail. •Serve as a liaison between executives and internal/external stakeholders, maintaining strong relationships and professionalism in all interactions. •Record, distribute, and maintain accurate meeting minutes, action items, and follow-up communications. •Handle confidential and sensitive information with the highest level of discretion and integrity. •Research and summarize industry trends, competitive insights, and relevant business information for executive review.Project Coordination & Operational Support •Support strategic projects and cross-functional initiatives, ensuring timely follow-through and execution. •Prepare executives for meetings, board engagements, presentations, and travel through detailed research and briefing materials. •Manage expense reporting, credit card reconciliations, and documentation in a timely and accurate manner. •Assist with special projects and operational initiatives as assigned. •Help create structure, organization, and efficiency across executive workflows and processes.WHY YOU ARE THE RIGHT PERSON•Multiple years of experience supporting senior executives in an Executive Assistant or high-level administrative support capacity. •Exceptional organizational, prioritization, and time-management skills in a fast-paced environment.•Strong emotional intelligence with the ability to communicate thoughtfully, build trust quickly, and navigate sensitive situations with professionalism and tact. •Demonstrated ability to anticipate needs, think critically, and solve problems independently. •High level of discretion, confidentiality, and sound judgment. •Excellent written and verbal communication skills with strong attention to detail. •Proactive, adaptable, resourceful, and comfortable managing multiple priorities simultaneously. •Advanced proficiency in Microsoft Office Suite and business communication tools. •Team-oriented mindset with a willingness to support evolving business needs and executive priorities.

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Executive Assistant UG Solutions

Executive Assistant Financial Independence Group, LLC

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