Executive Assistant

Job Summary:

Ultimate Product Distributors (UPD) is seeking an exceptionally organized, resourceful, and highly adaptable Executive Assistant to work directly with our CEO.

This is a high-level, fast-paced position that requires much more than traditional administrative support. We are looking for a confident, proactive professional who thrives under pressure, possesses excellent judgment, and can effectively manage multiple competing priorities in a constantly evolving business environment.

This position is not for everyone. The ideal candidate must be comfortable working with a highly driven, detail-oriented executive who maintains exceptionally high standards and expects accuracy, responsiveness, discretion, and results.

The successful candidate will have the confidence, composure, and resilience to navigate challenging situations, adapt quickly to changing directions, and remain focused and productive regardless of the circumstances.

Key Responsibilities:

• Provide comprehensive executive and administrative support directly to the CEO.
• Manage complex schedules, appointments, meetings, correspondence, and daily priorities.
• Anticipate the CEO's needs and proactively address issues before they become problems.
• Manage multiple assignments simultaneously, often under tight deadlines and shifting priorities.
• Respond quickly and effectively to changes in direction, including last-minute requests and revised instructions.
• Serve as a trusted liaison between the CEO, employees, vendors, customers, and outside business partners.
• Handle sensitive and confidential information with the highest level of professionalism and discretion.
• Coordinate special projects, conduct research, prepare reports, and follow through on assignments to completion.
• Maintain detailed records, track outstanding tasks, and ensure important matters do not fall through the cracks.
• Demonstrate sound judgment, independent thinking, and the ability to solve problems without constant supervision.
• Take ownership of responsibilities and remain accountable for delivering accurate, timely results.

Qualifications:

• Minimum of 5 years of experience supporting a CEO, business owner, or senior-level executive, preferably in a fast-paced, entrepreneurial environment.
• Exceptional organizational skills with outstanding attention to detail.
• Strong communication skills and the confidence to interact professionally with executives at all levels.
• Ability to manage competing priorities and rapidly adjust to changing expectations.
• Excellent problem-solving skills, resourcefulness, and independent judgment.
• Proficiency in Microsoft Office, email management, scheduling software, and general business technology.
• Demonstrated ability to handle confidential and sensitive matters with discretion.
• A proven track record of reliability, accountability, and follow-through.

The Person We are looking for:

Personality and temperament are just as important as experience for this position.

Our ideal candidate is:

• Thick-Skinned & Resilient: Handles direct feedback, challenging conversations, and high-pressure situations without becoming defensive or taking criticism personally.
• Extremely Adaptable: Understands that priorities, instructions, and expectations can change quickly and can pivot without frustration.
• Confident & Assertive: Has a strong personality, communicates clearly, and is comfortable interacting with a demanding executive.
• Calm Under Pressure: Maintains professionalism, composure, and productivity even when faced with stressful situations or urgent deadlines.
• Highly Resourceful: Finds solutions rather than excuses and knows how to get things done.
• Detail-Oriented: Recognizes that even small details matter and takes pride in producing accurate, high-quality work.
• Proactive & Independent: Takes initiative, anticipates needs, and doesn't require constant direction.
• Accountable & Dependable: Takes ownership of assignments and follows through, even when circumstances change.

What It Takes to Succeed

This role requires an individual who genuinely enjoys a challenging, high-energy executive environment.

You must be comfortable with a leadership style that is direct, decisive, detail-focused, and results-driven. You should expect priorities to evolve, assignments to change, and deadlines to shift with little advance notice.

The right person will view these challenges as part of the job rather than obstacles to success.

We are not looking for someone who simply follows instructions. We are looking for someone who can think independently, anticipate problems, adapt quickly, and confidently keep pace with a highly demanding executive.

If you are easily overwhelmed by pressure, require a highly predictable workday, or prefer a structured environment with minimal changes in direction, this position may not be the right fit.

However, if you are exceptionally organized, confident, resilient, and thrive in a challenging environment where no two days are the same, we encourage you to apply.

Job Type: Full-time

Pay: $40,000.00 - $50,000.00 per year

Benefits:

• Health insurance
• Paid time off

Work Location: In person