Senior Executive Assistant

Senior Executive Assistant 

About American Pro Marketing:

American Pro Marketing is a leader in Premium Standing Solutions, dedicated to designing and manufacturing premium anti-fatigue mats for consumers and businesses of all sizes. Since 1996, we’ve proudly produced 100% American-made ergonomic products using our own proprietary technology. With growing awareness around workplace wellness, we’re focused on delivering practical “Healthy Way of Life” solutions that make a lasting impact.

Overview:

This on-site position provides high-level administrative support to the CEO. The Executive Assistant manages a wide range of priorities in a fast-moving, entrepreneurial environment. Success in this role requires strong judgment, calm under pressure, and the ability to stay several steps ahead.

You’ll organize time, tasks, and information across a high-output executive’s day — helping streamline communication, maintain focus, and ensure follow-through on what matters most. This role demands professionalism, confidentiality, and the ability to adapt quickly as priorities shift.

Key Responsibilities:

·        Manage a complex and shifting calendar; prioritize and schedule meetings with minimal conflicts

·        Interpret direction and organize it into clear, actionable steps to keep tasks and priorities moving

·        Review communication for implied or stated action items; take ownership of follow-up and ensure next steps are initiated

·        Proactively close loops — track outstanding tasks and confirm completion without needing to be asked

·        Coordinate meeting logistics, prepare agendas, take notes, and follow up on action items

·        Maintain confidentiality across all communication and materials

·        Monitor the progress of projects the CEO is involved in and provide relevant updates when needed

·        Keep files, documents, and communications organized and accessible

·        Anticipate needs and prepare materials or context in advance of meetings or deadlines

·        Communicate clearly with internal teams and external contacts

·        Support general business operations through ad hoc tasks and coordination

Required Skills and Qualifications:

·        5 years of experience as an Executive Assistant supporting a senior leader, founder, or high-output executive

·        Strong judgment, reliability, and the ability to work independently in a fast-paced environment

·        Advanced project and task management skills — able to keep priorities, timelines, and follow-ups in order without constant direction

·        Solid analytical thinking — able to connect dots, catch inconsistencies, and identify next steps

·        Excellent written and verbal communication skills

·        Proactive, highly organized, and confident managing competing priorities

·        Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint)

·        Familiarity with Microsoft Teams, Planner, or similar collaboration tools

·        Comfortable handling sensitive information with discretion and professionalism

Preferred Qualifications:

·        Experience supporting a founder or executive in a small business or entrepreneurial environment

·        Familiarity with CRM or ERP systems, such as NetSuite

·        Exposure to workflow documentation or light process improvement

·        Comfort working across teams and navigating shifting priorities with limited direction

·        Familiarity with digital collaboration tools like Microsoft Teams and Planner