Executive Assistant

POSITION SUMMARY

The Executive Assistant provides high-level administrative support to the CEO.  This role ensures seamless coordination of executive priorities, supports key initiatives and enhances operational efficiency at ReadyOne Industries and Roicom.

This position requires exceptional organization, discretion, and communication skills to manage the CEO’s schedule, executive communications, and administrative priorities while assisting other executives as time and priorities allow. Additionally, this role directly supports the Boards of Directors and Managers for ReadyOne and Roicom, ensuring effective meeting coordination and Board administration.

As a key support role, the Executive Assistant must embody ReadyOne’s eight cultural behaviors—Accountability, Honesty, Passion, Communication, Diversity, Collaboration, Empathy, and Innovation—and proactively contribute to the executive team's success.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Administrative & Executive Support

• Manage and maintain the CEO’s schedule, calendar, and travel arrangements.
• Prioritize and coordinate meetings, calls, and appointments, ensuring the CEO’s time is used efficiently.
• Prepare and organize meeting agendas, materials, and presentations for the CEO and CoS, ensuring high-quality and timely deliverables.
• Attend executive meetings as needed, take detailed notes, track action items, and follow up on key deliverables.
• Handle confidential information with the highest level of discretion and professionalism.

Board Coordination & Support

• Provide administrative support to the Boards of Directors for both ReadyOne and Roicom, ensuring smooth operations.
• Coordinate and schedule Board meetings (both in-person and virtual), including securing venues, setting up technology, and distributing meeting materials.
• Prepare and distribute Board meeting agendas, reports, and presentations with the CEO and other executives.
• Ensure accurate record-keeping of Board decisions, minutes, and action items, following up on outstanding tasks as necessary.
• Act as the primary point of contact for Board members’ scheduling, inquiries, and meeting logistics.

Communication & Coordination

• Serve as the primary point of contact for the CEO, ensuring smooth internal and external communication.
• Draft and edit emails, reports, presentations, and correspondence, prioritizing deliverables for the CEO and CoS.
• Screen and manage calls, inquiries, and requests, appropriately prioritizing and directing urgent matters.
• Liaise between the CEO’s office and other departments, ensuring effective communication and alignment of priorities.
• Foster a culture of collaboration by maintaining clear and professional communication across leadership teams.

Project & Initiative Support

• Assist the CEO in tracking strategic initiatives and ensuring deadlines and deliverables are met.
• Conduct research, data gathering, and analysis to support executive decision-making.
• Assist in preparing Board materials, reports, and presentations for the CEO and CoS.
• Work closely with the CoS to help execute company-wide initiatives and leadership programs.
• Ensure accountability across departments by following up on outstanding tasks assigned by the CEO.

Event & Travel Management

• Plan, coordinate, and execute executive meetings, Board meetings, retreats, and leadership off-sites.
• Arrange domestic travel logistics for the CEO and CoS as needed.
• Process expense reports, reimbursements, and financial tracking for executive office expenses.

Office & Workflow Management

• Anticipate the needs of the CEO, proactively managing workflow to reduce administrative burdens.
• Identify and implement efficiency improvements in executive operations.
• Maintain an organized filing system for executive records, contracts, and confidential documents.
• Ensure all executive-level communications, reports, and presentations are polished, accurate, and timely.

KEY PERFORMANCE INDICATORS (KPIs)

• Executive Time Optimization: Effective calendar and schedule management, minimizing conflicts and maximizing productivity.
• Task & Deadline Management: Ensuring follow-up and completion of key action items.
• Board Support Efficiency: Successfully coordinate and execute board meeting setup and coordination for both onsite and virtual meetings.
• Communication & Responsiveness: Acting as a seamless liaison between the CEO, Board members, and stakeholders.
• Project & Initiative Support: Contribution to the successful execution of executive initiatives.

Confidentiality & Professionalism: Maintaining discretion and trust at all times

MINIMUM JOB REQUIREMENTS

Education:

• Bachelor’s degree in Business Administration, Communications, or a related field preferred.
• Equivalent experience supporting C-level executives and Boards of Directors may be considered in place of a degree.

Experience:

• Minimum 5+ years of experience as an Executive Assistant, preferably supporting C-suite executives.
• Experience working in a fast-paced, high-pressure environment.
• Experience supporting a Board of Directors, including meeting coordination and document management, is highly preferred.
• Previous experience in manufacturing, government contracting, or nonprofit organizations is a plus.

Skills & Competencies:

• Strong organizational and multitasking skills, with a keen attention to detail.
• Excellent written and verbal communication skills to engage with executives, Board members, and stakeholders.
• High level of discretion and confidentiality when handling sensitive information.
• Ability to anticipate needs and proactively address challenges before they arise.
• Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and other executive productivity tools.  Working knowledge or demonstrated ability to learn and use AI tools to increase efficiency and effectiveness.
• Strong emotional intelligence, demonstrating professionalism and adaptability under pressure.
• Collaboration and teamwork mindset, ensuring smooth executive operations across departments.