Job Title: Executive Assistant - CEO Status: Exempt Reports To: CEO Type: Full Time Date: 06/05/2025 Position Purpose: The Executive Assistant to the CEO will provide administrative support with high-level support to the remaining leadership team of seven. This individual will serve as a trusted partner, ensuring seamless coordination of daily operations, handling confidential information with discretion, and facilitating effective communication across the organization. This role requires a proactive problem solver with impeccable organizational skills and the ability to manage competing priorities in a fast-paced environment.
Essential Functions: - Calendar/Meeting Coordination:
- Proactively manage calendars and assist with highly confidential information and emails
- Provide support with calendar and email management, in-person or Teams meetings
- Schedule and organize meetings, including arranging logistics, preparing agendas, and distributing materials.
- Assist with Company events and Company announcements
- Take and transcribe minutes during meetings, ensuring accurate and timely documentation of discussions and decisions.
- Assist in coordinating and announcing company events, including events and meetings ensuring all arrangements and travel are handled smoothly for the Leadership Team.
- Administrative Support:
- Attend quarterly board meetings and maintain and update board records, including minutes, resolutions, and other official documents.
- Maintain and organize an electronic and physical filing system for all board-related documents.
- Assist the chairman of the board in the onboarding and orientation of new board members.
- Shareholder and Shared Services Support:
- Review and verify shareholder expense reports for accuracy and compliance with company policies; follow up as needed to resolve discrepancies.
- Act as a coordination point for shared service functions such as IT, Human Resources, and Facilities by communicating needs and ensuring appropriate follow-up on service requests and issues.
- Maintain records of shareholder service requests, monitor their progress through resolution, and proactively update the appropriate departments on the status and outcomes.
- Communication and Liaison:
- Address inquiries from all shareholders, providing relevant information and support as needed.
- Serve as a liaison between the board, executive management, and other stakeholders, facilitating effective communication and information flow, including managing calendars, and handling correspondence.
- Project Coordination:
- Assist in planning and executing special projects, and initiatives.
- Track project progress, deadlines, and deliverables, providing updates and support as necessaryTop of Form
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Other Duties: This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
Education and Experience: - Associate's degree or higher in Business Administration, Management, or combined years of experience.
- Minimum of 4 years of experience in administrative support, preferably in an executive support role.
Systems: - Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) Teams, and other relevant software.
Competencies: - Critical Thinking: Proactively identifies issues and develops thoughtful, effective solutions.
- Flexibility: Adapts quickly to shifting priorities and changing demands of the leadership team.
- Positive Teamwork Orientation: Demonstrates a consistently optimistic, proactive, and solution-oriented approach to work.
- Detail oriented: Manages tasks from start to finish with precision and accountability.
- Interpersonal Skills: Builds and maintain effective relationships with stakeholders at all levels.
- Communication: Clear, concise, and effective communication, written and verbal skills across all levels of the organization.
- Ethical Practice and Confidentiality: Demonstrates trustworthiness in handling confidential or sensitive information.
- Model, steward, make decisions upon, and expect to be held accountable to Delta ModTech's values which include:
- BELIEVE IN PEOPLE
- FEARLESS INNOVATION
- INTEGRITY
- PASSIONATE & TENACIOUS
- SERVANT LEADERSHIP
Hours: - In-office position; office hours are Monday through Friday, 8:00 a.m. to 5:00 p.m. CST with occasional extended hours or weekends.
Work Environment & Travel - Normal office environment
- Travel - Outside the local area and overnight. Normally 5% and is variable based on needs
Physical Demands: While performing the duties of this job, the employee is regularly required to sit. The employee frequently is required to walk; use hands to finger, handle or feel; reach with hands and arms; and talk or hear. The employee is occasionally required to stand. The employee must frequently lift or move objects up to 10 pounds and occasionally lift or move objects up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision and ability to adjust focus.
Salary Range: $73,000 - $88,000 per year (DOE - Depending on Experience)
Benefits Offered: - Medical Insurance
- Dental Insurance
- Vision Insurance
- Short-Term Disability
- Long-Term Disability
- Flexible Spending Account (FSA)
- Life Insurance
- Health Savings Account (HSA) with up to $500 annual match (for High-Deductible Health Plans)
- 401(k) *match
- Paid Time Off (PTO)
- Discretionary Bonus
