[Hiring] Executive Assistant @SmartTech Contracting LLC

Role Description

The Executive Assistant is a trusted partner to the President and a key coordination resource for Smart Tech Contracting's Executive Leadership Team and Business Development team. The role protects executive capacity, improves the flow of information, and helps convert leadership priorities into organized, timely action. This individual manages complex scheduling and travel, prepares leadership meetings and events, develops polished presentations and business materials, performs document quality reviews, and provides light marketing and communications coordination.

Success requires exceptional judgment, discretion, follow-through, and visual communication skills. The Executive Assistant must be comfortable working independently in a remote environment, supporting multiple senior stakeholders, and using AI and digital tools responsibly to improve efficiency without compromising confidentiality, accuracy, or professional standards.

Qualifications

• Demonstrated experience supporting a president, CEO, C-suite executive, executive leadership team, or senior business leader in a fast-paced organization
• Exceptional discretion, integrity, and judgment when handling confidential information and sensitive relationships
• Advanced proficiency with Microsoft 365, including Outlook, Teams, Word, PowerPoint, Excel, SharePoint, and OneDrive
• Strong presentation-development and visual communication skills, with the ability to create clear, concise, executive-ready materials
• Practical fluency with generative AI and productivity tools, including responsible prompting, summarization, research, workflow improvement, and output verification
• Excellent written and verbal communication, proofreading, editing, and document-formatting skills
• Ability to prioritize competing demands, anticipate issues, make sound decisions, and work independently with limited supervision
• Strong relationship-building skills and the confidence to communicate with senior leaders, clients, partners, vendors, and employees at all levels
• Ability to work successfully in a remote environment through responsiveness, self-motivation, organization, resourcefulness, and a distraction-free workspace
• Ability to work under pressure, adjust quickly, and meet close deadlines while maintaining accuracy and professionalism

Requirements

• Manage the President's calendar, meeting cadence, appointments, and competing priorities; resolve conflicts and ensure appropriate preparation time
• Serve as a trusted point of coordination between the President, Executive Leadership Team, Board and ownership contacts, clients, partners, and internal teams
• Anticipate needs, identify gaps, and follow through on commitments, decisions, and action items with appropriate discretion and urgency
• Draft and organize executive correspondence, agendas, briefing materials, meeting notes, and follow-up communications
• Handle sensitive business, personnel, financial, client, and strategic information with the highest level of confidentiality and judgment
• Coordinate leadership meetings, client meetings, conferences, company events, and planning sessions, including logistics, schedules, invitations, materials, venues, and virtual meeting support
• Plan efficient domestic travel and occasional complex itineraries, including air, hotel, ground transportation, reservations, schedule changes, and contingency planning
• Prepare clear itineraries and briefing packages that consolidate objectives, contacts, locations, timing, and required materials
• Support expense documentation and reconciliation in accordance with company policy
• Create and refine executive-level presentations, dashboards, reports, organizational communications, and meeting materials with strong graphical clarity and consistent branding
• Provide light marketing coordination for conferences, speaking engagements, client events, social posts, collateral, and other visibility initiatives in partnership with leadership and internal resources
• Coordinate content, deadlines, approvals, vendors, and event-related deliverables; maintain organized libraries of current presentation and marketing materials
• Translate complex or technical information into concise, audience-appropriate executive communications
• Support the Business Development team with meeting coordination, client research, conference planning, presentation materials, pursuit tracking, and follow-up actions
• Assist the Executive Leadership Team with recurring operating rhythms, leadership offsites, strategic initiatives, and cross-functional deliverables
• Maintain selected trackers, contact lists, decision logs, action registers, and other coordination tools that improve visibility and accountability
• Help ensure smooth handoffs and timely information flow among business development, operations, engineering, finance, human resources, and leadership
• Review proposals, presentations, reports, correspondence, and leadership documents for grammar, consistency, formatting, branding, completeness, and graphical clarity
• Confirm document version control, naming conventions, approvals, and final distribution requirements
• Organize executive records and shared files so important information is current, searchable, secure, and easy to retrieve
• Escalate unclear, inconsistent, incomplete, or sensitive material before release
• Use approved AI and automation tools to accelerate research, meeting preparation, drafting, summarization, presentation development, and administrative workflows
• Validate AI-assisted outputs for accuracy, confidentiality, tone, and business context before use or distribution
• Identify repeatable work that can be standardized, automated, or simplified and help document improved workflows
• Follow company requirements for data security, privacy, records management, and acceptable technology use
• Completion of assigned tasks and deliverables on time with strong attention to detail

Benefits

• Choice of comprehensive medical plans (including two PPO-style plans and a HDHP w/ HSA option)
• Dental and vision plans
• Comprehensive medical, dental and vision benefits extended to spouse / domestic partner and dependent children up to age 26
• 401k with company match and self-directed brokerage account option
• PTO including additional paid time off during the last week of the year
• Company paid life insurance coverage for employees and their eligible dependents
• Short and long-term disability, AD&D coverage
• Professional development opportunities, tuition reimbursement and professional licensing assistance
• Paid parental leave after one year of employment