Executive Assistant

Title: Executive Assistant

Job Type: Full time

Location: Durham, NC 27703

Summary: The Executive Assistant provides administrative and organizational support to the President & CEO and the executive leadership team, while serving as the first point of contact for visitors, callers, and new hires at our Durham office.

Essential Duties and Responsibilities:

Executive Leadership Support

• Manage complex calendars for the President & CEO and members of the executive team, including scheduling meetings, resolving conflicts, and prioritizing time-sensitive requests
• Coordinate executive and leadership team meetings
• Support Board of Directors meetings, including scheduling, preparing and distributing board packets, and coordinating logistics
• Arrange domestic and international travel, including flights, lodging, ground transportation, and itineraries for executives and visiting customers or partners
• Prepare, process, and reconcile expense reports for executives and VPs in a timely, accurate manner
• Draft, edit, and format correspondence, presentations, reports, and spreadsheets on behalf of leadership
• Screen and prioritize incoming calls, emails, and requests for executives, responding directly or routing to the right person
• Handle confidential and sensitive information (financial, personnel, customer, and strategic) with discretion
• Coordinate visits from customers, auditors, suppliers, and other guests hosted by leadership, including agendas, facility tours, and catering
• Plan and support leadership offsites, company-wide meetings, and employee events
• Maintain organized electronic and physical files for the executive team, in line with company document control practices
• Act as a liaison between the executive team and internal departments to follow up on deadlines and requests

Front Office and Reception

• Greet visitors and provide general support to visitors and the employees they are meeting
• Oversee visitor sign-ins and visitor badge distribution, following site safety and security procedures
• Answer and direct incoming calls to the main line
• Coordinate inbound and outbound office mail and deliveries
• Coordinate and organize office activities
• Maintain the general appearance of the front office and shared spaces
• Assist HR with coordinating and greeting new hires
• Other duties as required

Desired Education:

High School Diploma or equivalent required; Associate's or Bachelor's degree preferred

Desired Skills & Experience:

• 3–5 years of administrative experience, including at least 2 years supporting senior leaders or executives
• Advanced skills in the MS Office suite (Outlook, Word, Excel, PowerPoint) and Teams; experience with SharePoint a plus
• Proven ability to manage multiple calendars and competing priorities in a fast-paced environment
• Excellent written and verbal communication skills, with a professional, welcoming presence
• Ability to use excellent judgement and discretion with confidential information
• Strong organizational skills, attention to detail, and follow-through
• Self-starter who anticipates needs and can work independently with minimal direction
• Strong work ethic and a customer-service mindset
• Experience in a manufacturing or regulated (ISO/quality) environment a plus

Work Environment:

• Work is normally performed in a climate-controlled office environment, with occasional time in a heated manufacturing and warehouse facility (e.g., escorting visitors on tours)
• The noise level in the work environment is usually low to moderate
• Occasional work outside normal business hours may be required to support board meetings, executive travel, or company events