Executive Assistant

Company Overview

For 22 years, Forever Gifts has designed and supplied seasonal décor, lighting, and housewares to many of the country's leading retailers, including Walmart, Costco, Menards, Ace Hardware, Kohl's, CVS, Walgreens, H-E-B, Cracker Barrel, Lowe's, Kroger, Fred Meyer, and Meijer. We're a close-knit team that moves quickly, values reliability, and takes pride in the relationships we've built with our retail partners.

Position Summary

We are looking for an organized, proactive Executive Assistant to support CEO and help keep business priorities moving forward. This role manages executive scheduling, correspondence, travel, and follow-up across teams and partners, while coordinating selected personal logistics. As trust and business knowledge develop, the assistant will take greater ownership of systems, projects, and executive priorities. The ideal candidate exercises sound judgment, handles confidential information with discretion, and takes ownership of details in a fast-paced environment.

Key ResponsibilitiesExecutive Scheduling and Travel

· Manage the executive calendar, prioritize appointments, resolve scheduling conflicts, and prepare a clear daily schedule.

· Coordinate domestic and international travel, itineraries, transportation, accommodations, and expense documentation.

Communication and Meeting Support

· Manage the executive inbox: organize messages, flag urgent items, draft responses, and send approved or delegated correspondence.

· Draft presentations, reports, and internal communications; research vendors, tools, and market developments and summarize options for decisions.

· Coordinate meetings with retail partners, vendors, advisors, and internal teams; prepare agendas and supporting materials.

· Record action items, track deadlines, and follow up with responsible team members until tasks are completed.

Business Coordination and Confidential Records

· Maintain organized records of contracts, business documents, contacts, and executive files with appropriate confidentiality.

· Coordinate requests across sales, merchandising, operations, finance, and HR; escalate delays and help resolve administrative issues.

· Track projects, deadlines, renewals, and commitments; prepare weekly priority briefings and simple dashboards of agreed business metrics.

· Document recurring tasks in standard operating procedures, maintain shared files and version control, and suggest practical process improvements or automation.

Office and Event Support

· Assist with office administration, onboarding coordination, product samples, shipping, and supplies as needed.

· Help coordinate trade shows and vendor meetings, including occasional travel or weekend support.

Customer Service and Sales Outreach Support

Provide occasional support as needed while keeping executive support as the primary responsibility.

· Handle customer service calls and emails from time to time, resolve routine inquiries, and coordinate follow-up with the appropriate team.

· Contact potential customers using approved prospect lists and messaging to introduce Forever Gifts, identify interest, and arrange meetings with the executive or sales team.

· Follow up on inquiries, product samples, quotes, and meeting requests; maintain accurate contact records and report next steps.

Personal and Lifestyle Coordination

Support selected personal tasks at Hendra’s direction, with the scope and priorities agreed during onboarding:

· Coordinate personal appointments, shared calendars, reservations, family events, and important dates.

· Research and organize personal or family travel, itineraries, travel documents, and loyalty-program information.

· Coordinate household service providers, maintenance appointments, errands, deliveries, returns, and gift purchasing or shipping.

· Track subscriptions, insurance and document renewals, bill-payment reminders, and expense records; coordinate with accountants or advisors as requested.

· Maintain organized personal documents and contact information with strict confidentiality.

How Responsibilities Develop

Responsibilities grow with business needs, demonstrated capability, and the executive’s approval.

First 3 Months Establish Reliable Support

Learn executive preferences and business priorities. Take ownership of scheduling, inbox organization, meeting notes, travel planning, filing, and routine follow-ups. Establish a weekly check-in and clear task lists.

Months 3 to 6 Build Systems and Project Support

Maintain recurring checklists, an SOP library, contact records, and project trackers. Prepare regular status reports, coordinate onboarding and events, and suggest ways to reduce repetitive work.

Months 6 to 9 Expand Operational Coordination

Coordinate timelines across teams and vendors, monitor agreed metrics, prepare planning and review materials, and improve workflows. Take ownership of selected projects within agreed authority.

Months 9 to 12 Anticipate Needs and Own Delegated Projects

Proactively align the executive’s calendar with priorities, prepare leadership updates, coordinate major events and planning sessions, and manage approved projects through completion with less day-to-day supervision.

Working Arrangements and Authority

Agree on priorities, response expectations, spending limits, and delegated authority during onboarding. Use approved tools and secure access methods. Obtain approval for payments, contracts, external commitments, and sensitive communications outside that authority. Professional decisions remain with the executive or responsible advisor. Flag conflicts between business and personal requests early.

Qualifications

· At least 3 years of administrative or executive support experience; experience supporting a business owner or senior executive preferred.

· High school diploma required; Associate's or Bachelor's degree preferred.

· Excellent written and verbal communication, professional judgment, and a strong sense of discretion.

· Strong calendar management, organization, attention to detail, and ability to prioritize competing deadlines.

· Proficiency in Microsoft Outlook, Word, Excel, and PowerPoint, with accurate typing and document preparation skills.

· Ability to work independently, anticipate needs, follow through consistently, and collaborate across teams; comfort coordinating both business and agreed personal tasks.

· Experience coordinating travel, meetings, and events; retail or consumer products industry experience is a plus.

· Experience using tools such as ChatGPT, Copilot, or Gemini for drafting and organizing work is a plus; confidential information must be handled in accordance with company policies.

· Willingness to travel and support occasional weekend trade shows or events.

Benefits

· Medical, dental, and vision insurance — 100% employer-paid, starting after 2 months of employment.

· 401(k) plan — automatic enrollment after 6 months, with a 4% company contribution.

Performance Evaluation

Performance is reviewed against the following weighted criteria:

Evaluation Criteria

Weight

Accuracy, timeliness, discretion, and follow-through in executive support

50%

Communication, teamwork, and cross-functional coordination

30%

Initiative, effective delegation, and improvement of executive capacity

20%

Forever Gifts is an equal opportunity employer.

Pay: $48,100.00 - $55,100.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible schedule
• Health insurance
• Health savings account
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Work Location: In person