Executive Administrative Assistant
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AI Summary
The Executive Administrative Assistant will primarily manage the CEO’s complex calendar, coordinate domestic and occasional international travel logistics, and prepare executive presentations and reports. This role also involves serving as a liaison between the CEO and internal/external stakeholders while handling confidential information with high discretion.
At GrayMatter, we transform operations and empower people. Our consulting, implementation, and technology curation services help industrial companies modernize production, improve efficiency, and support plant-floor operations. Clients rely on GrayMatter to create intuitive data visualizations, reduce cybersecurity risks, and drive successful digital transformation initiatives.
And that’s where you come in.
GrayMatter is building a team of top talent in industrial technology. Our culture encourages learning and collaboration, guided by five core values: Accountability, Integrity, Respect, Innovation, and Teamwork.
We are seeking an Executive Administrative Assistant to support the CEO in managing complex schedules, coordinating meetings, arranging domestic and occasional international travel, and preparing executive presentations and reports. The ideal candidate is highly organized, proactive, and able to handle sensitive information with discretion while anticipating needs in a fast-paced environment.
This is a fully remote position based in the United States.
General Job Duties:
- Manage the CEO’s complex calendar, including monitoring for scheduling conflicts, prioritizing requests, coordinating meeting logistics, and proactively adjusting appointments as business priorities evolve.
- Coordinate executive travel logistics, including flights, hotel accommodations, ground transportation, and expense tracking, in collaboration with other administrative resources as needed.
- Support executive travel planning and conference participation, including registrations, itineraries, and coordination with internal and external stakeholders.
- Coordinate logistics for executive and leadership meetings, including room reservations, catering, agendas, and supporting materials for both onsite and offsite meetings.
- Assist with the planning and execution of leadership meetings and company events, including managing onsite logistics and coordinating with cross-functional teams.
- Arrange domestic and occasional international travel, including last-minute bookings
- Prepare executive presentations, reports, and other business documents
- Compile and maintain reports and briefing materials for meetings
- Serve as liaison between the CEO and internal/external stakeholders
- Handle confidential information with discretion
- Track action items and follow-ups for timely completion of executive priorities
- Assist with executive events, leadership meetings, and company initiatives
- Maintain organized systems for files, reports, and executive communications
Required Knowledge, Skills, and Experience:
- Bachelor’s degree in Business, Communications, or related field (or equivalent experience)
- Minimum 8 years supporting senior executives or C-level leadership
- Expertise in heavy scheduling, calendar coordination, and executive logistics
- Experience arranging domestic and international travel, including last-minute changes
- Advanced Microsoft Office skills (Outlook, PowerPoint, Word, Excel)
- Strong organizational, time management, and communication skills
- High discretion and professionalism with sensitive information
- Ability to anticipate executive needs and work independently in a fast-paced environment
- Some travel required, up to 10%
Preferred:
- Experience supporting a CEO or executive leadership team
- Executive-level presentation and report preparation experience
- Familiarity with project management and collaboration tools
- Experience coordinating leadership or board meetings
The target annual base compensation range for this position is $75,000-90,000, based upon relevant qualifications and location.
Featured Benefits:
- Medical, dental, and vision insurance starting day one
- Employer-paid short-term disability and life insurance
- 401(k) with up to 4% company match
- Paid holidays and time off
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