Executive Assistant

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to the CEO / Production Manager to provide high-level administrative and operational support. The ideal candidate will be responsible for managing priorities, coordinating with internal and external stakeholders, preparing important documentation, and ensuring that projects and action items are properly monitored and completed.

Key Responsibilities

• Provide direct administrative and operational support to the CEO and Production Manager.
• Prepare and organize Complete Staff Work (CSW) documents, reports, proposals, and other materials for review and decision-making.
• Manage schedules, meetings, appointments, and important deadlines.
• Take accurate meeting minutes and maintain organized documentation and records.
• Monitor action items and conduct timely follow-ups to ensure tasks and commitments are completed.
• Coordinate effectively with suppliers, external partners, and internal departments regarding projects, requirements, and deliverables.
• Assist in planning, organizing, and monitoring multiple projects and operational initiatives.
• Prioritize tasks and manage competing deadlines in a fast-paced environment.
• Prepare updates, reports, and other necessary documents as requested by management.
• Maintain confidentiality and exercise professionalism when handling sensitive information.

Qualifications

• Proven experience as an Executive Assistant, Administrative Assistant, Project Coordinator, or in a similar role.
• Experience in preparing Complete Staff Work (CSW) is required.
• Excellent coordination and communication skills, particularly when dealing with suppliers and external partners.
• Strong note-taking, documentation, and follow-up skills.
• Excellent project and task management skills, with the ability to effectively prioritize multiple tasks and deadlines.
• Highly organized, detail-oriented, proactive, and able to work with minimal supervision.
• Strong problem-solving skills and the ability to anticipate needs and take initiative.
• Proficient in relevant productivity and documentation tools.