Position Summary
We are seeking a highly organized, proactive, and detail-oriented Executive Assistant (EA) to support our ownership and executive leadership group. The ideal candidate will be a master of time management, communication, and discretion, serving as a trusted partner in keeping daily operations running smoothly. This role requires a high level of professionalism, business acumen, resourcefulness, and the ability to manage a wide variety of administrative and executive support tasks. The ideal candidate will play a crucial role in enhancing the effectiveness of the ownership/executives and will become a multiplier of their capacity. The EA reports directly to the CEO supporting key initiatives and priorities as required.
Duties & Responsibilities
- Always represent owners/executives and companies in a positive and professional manner.
- Liaise with internal teams, clients, and external stakeholders on behalf of the owners/executives.
- Handle sensitive information with the highest level of confidentiality, discretion, and professionalism.
- Manage and maintain owners/executives’ calendars, including scheduling/booking meetings, appointments, travel, and events.
- Screen and prioritize emails, calls, and correspondence, ensuring timely follow-up and response.
- Coordinate logistics for internal and external meetings, including preparing agendas, materials, hospitality needs, and ensuring meeting rooms are prepared/reserved.
- Prepare expense reports, letters, spreadsheets, proposals, agreements, and other administrative documents as required.
- Assist with special projects, meetings, research, and presentations as assigned.
- Assist with various marketing tasks:
- Edit and write project profiles, newsletters, presentations, and press releases.
- Simple updates to website content.
- Logistics and preparation for photo/video shoots.
- Proofreading of documents.
- Act as host for company tours and invited guests arranging schedules, ensuring facilities are prepared, and coordination of hospitality needs.
- Produce and manage company sponsored events and meetings.
- Other duties as assigned.
- Specific company tasks assigned to the EA.
- Order, maintain, inventory, and distribute company apparel, accessories, and promotional products as required.
- Source gifts as required for staff, business associates, clients, and personal relationships.
Minimum Requirements
- Proven C-Suite support experience (5+ years preferred) as an executive assistant/personal assistant.
- High level of discretion, integrity, and judgment.
- Professional demeanor and ability to interact with stakeholders at all levels.
- Demonstrated experience working as part of a collaborative team.
- Demonstrates competency in the use of technology, software, and office equipment.
- Demonstrated experience booking travel arrangements.
- Exceptional organizational and time-management skills with ability to multi-task.
- Strong written and verbal communication skills.
- Proficiency in Microsoft Office Suite:
- Outlook, Word, Excell, and PowerPoint.
- Teams and SharePoint.
- Ability to manage multiple priorities under pressure with a calm demeanor and solution-oriented attitude.
- Occasional assistance and arrangements for owners/executives’ personal matters.
- Experience working with or for advertising and marketing firms is preferred.
- Must have a valid driver’s license and reliable transportation with ability to run errands.
Other Details
Education & Experience
Degree: Bachelor’s degree in business or related field is preferred. High School Diploma or equivalent required.
Experience: Minimum (5) years of experience providing administrative support to C-level executives required. Marketing background or experience a bonus.
Hours & Location
This position will require full-time 40 hours per week primarily scheduled Monday - Friday, 8:00am to 5:00pm with occasional weekday evening and weekend obligations required. Occasional OT is also required. This work takes place almost exclusively in person at the office outside of occasional after-hour obligations, and off-site company events or meetings.
Physical Demands of the Job
- Must be able to sit, stand and walk for long periods of time daily.
- Must be able to kneel, bend, stoop, push/pull, crouch, and balance for short periods of time daily.
- Must be able to lift and carry 25 pounds.
- Must be able to use hands for grasping and fine manipulation.
- Must be able to read, write and speak with positive attitude with ability to recall, remember and work well under stress for long periods of time on a daily basis.
What do we offer?
Paragon 360/Colligo Holdings is an equal opportunity employer. Paragon/Colligo Holdings offers competitive salaries and benefit packages that include medical, dental and vision health insurance, long-term and short-term disability, 401K with company matching, PTO, nine paid holidays and Sam’s club membership. The company covers the cost of airline travel and car rental when required, offers daily per-diem when travelling and provides single room accommodation. The company works diligently to foster and maintain an excellent company culture.
What do our employees value at Paragon/Colligo Holdings?
The people that work at Paragon 360/Colligo Holdings value the "people" that work here and our culture. We create wow, from start to finish; We play to win; We do the right thing, period; We think like customers and act like owners; We think big, have fun, and do good; We believe that success is a team sport.
Conditions of Employment
A successful candidate must pass all background checks. Frequent background checks are required at Client requests as well. Candidates must meet the physical demands of the job description as stated throughout the duration of holding the position with Paragon 360/Colligo Holdings.
Apply
For more information or to apply, email questions or resume to: careers@paragon360.com
Paragon 360/Colligo Holdings is an Equal Opportunity Employer.
