Executive Assistant

Description

Position Summary 

The Executive Assistant provides high-level executive support to the CEO and C-Suite while serving as a key contributor to the firm’s internal communications efforts. This role blends advanced administrative, organizational, and project management responsibilities with hands-on internal communications execution. The position ensures clear, consistent, and engaging communication across the firm while enabling executive leaders to operate efficiently and effectively. 

This role is ideal for an experienced Executive Assistant who brings strong internal communications expertise and thrives in a fast-paced, high-trust environment requiring discretion, judgment, and proactive problem-solving. 

Requirements

Required Experience and Education 

• Bachelor’s degree in Communications, Journalism, Marketing, Business Administration, or a related field 
• 10+ years of experience as an Executive Assistant, Senior Administrative Professional, or similar role 
• Demonstrated experience supporting senior executives and/or C-Suite leaders 
• Prior experience with internal communications, employee communications, or organizational messaging 

Major Duties and Responsibilities 

Executive & C-Suite Support (Primary Focus) 

• Provide comprehensive administrative support to the CEO and C-Suite, including calendar management, scheduling meetings, conferences, and travel arrangements 
• Serve as gatekeeper to CEO, i.e. fielding calls, correspondence, and emails on behalf of the CEO as directed, exercising sound judgment and professionalism 
• Prepare meeting packets, agendas, presentations, and briefing materials; distribute to appropriate audiences in advance of meetings  
• Record, transcribe, and distribute meeting minutes using modern technology applications with focus on identifying time-sensitive action items  
• Coordinate logistics for in-person and virtual meetings, including event planning, venue coordination, catering, travel, and technology needs 
• Manage expense reporting, credit card reconciliation, and reimbursements for the CEO 
• Lead the firm’s annual insurance application process, gathering information from internal sources and corresponding with applicable vendors 
• Responsible for accurate and efficient file management for executive matters 
• Handle confidential, sensitive, and non-routine information with discretion and professionalism 

Internal Communications Support (Secondary Focus) 

• Draft, edit, and distribute clear, professional, and engaging internal communications on behalf of firm leadership 
• Support execution of internal communications initiatives such as newsletters, firm-wide announcements, leadership updates, and employee meetings 
• Assist with agenda setting, timelines, and project coordination for firm-wide communications and leadership events 
• Partner with HR to support employee communications that reinforce culture, engagement, and key people initiatives 
• Maintain and update content on the firm intranet or internal platforms in alignment with established standards and best practices 
• Collaborate with Marketing to ensure alignment between internal and external messaging, including firm announcements and events 
• Support internal storytelling by highlighting firm initiatives, leadership messages, and employee successes 

Desired Skills, Abilities, and Characteristics 

• Exceptional written and verbal communication skills with strong attention to detail 
• Proven ability to manage multiple priorities, deadlines, and complex calendars with accuracy and efficiency 
• Strong organizational and project management skills; experience with Asana or similar tools preferred 
• High level of discretion, integrity, and professionalism when handling sensitive information 
• Ability to work independently while maintaining strong collaboration with executives and cross-functional partners 
• Polished interpersonal skills with the ability to communicate effectively at all levels of the organization 
• Proficiency in Microsoft Office Suite and familiarity with modern communication platforms and collaboration tools 
• Results-oriented mindset with a proactive, solutions-focused approach 

Working Environment 

There may be occasional overnight travel to office locations and on-site events. Adams Brown, LLC promotes a flexible work environment with a deep commitment to technology and modern work arrangements. Our offices are open from 8:00 a.m. – 5:00 p.m. Monday through Friday through tax season and closed at noon on Fridays outside of tax season. We are closed on major holidays, offer substantial paid-time-off, a comprehensive benefit package, competitive pay structure, and a culture of growth, clarity, and respect. AdamsBrown, LLC. is an Equal Opportunity Employer.