Executive Assistant

Job Purpose and Position Overview:

The Executive Assistant is a salaried, overtime exempt position that is responsible for managing a full range of daily tasks, projects, and providing high-level support to optimize the Owner’s time. This role requires a proactive, highly organized and detail oriented critical thinker with the foresight to anticipate needs and stay ten steps ahead.

Duties and responsibilities include, but are not limited to, the following:

• Prioritization:
  • Support scheduling, brief on calendar, and set daily priorities for the Owner, ensuring that decisions about Owner’s time align with their strategic goals and that the Owner’s time is maximized for efficiency.
• Administrative Support:
  • Manage the Owner’s calendar, including scheduling meetings, appointments, and travel arrangements (if needed)
  • Manage schedule of required company and vehicle licensing and permits and ensure all required items are up to date.
  • Document all processes as completed and create process efficiencies as needed.
• Meeting Preparation and Follow-up:
  • Attend meetings with the Owner and track and execute on deliverables assigned to the Owner.
  • Ensure effective preparation and follow-up for all meetings.
  • Assist with preparing for events and meetings hosted by the Owner.
• Gatekeeping:
  • Ensure the Owner’s involvement in projects and decision-making processes occurs at the right moment and act as a buffer.
• Communication Management:
  • Handle incoming calls, emails, and correspondence with the ability to prioritize and respond on behalf of the Owner.
  • Assist with email organization.
• Confidentiality and Discretion:
  • Conduct all aspects of the job with the utmost confidentiality and sensitivity.
  • Exercise discretion when dealing with executive-level issues and concerns.
• Project Management:
  • Assist in managing key projects and tasks for the Owner
  • Track deadlines and ensure all deliverables are met in a timely manner
  • Collaborate with other departments or team members to ensure project success
• Other Duties:
  • Assist with ad hoc projects as needed.
  • Perform various personal assistance tasks as needed by the Owner
  • Perform additional tasks and duties as assigned.

Required Skills / Abilities:

• Minimum of 3 years of experience as an Executive Assistant or in a similar administrative role
• Experience in supporting high-level executives or managing complex schedules
• Ability to work independently and exercise good judgement
• Highly intelligent, creative, and strategic thinker with exceptional analytical skills
• Ability to handle multiple projects simultaneously and determine priorities.
• Goal-oriented and able to thrive in a fast-paced, complex environment.
• Outstanding interpersonal, oral, critical thinking, and written communication skills with the ability to interact with individuals at all levels within and outside the organization.
• Positive, approachable, dependable, and flexible.
• High level of discretion and the ability to handle confidential information.
• Exceptional organizational and time-management skills; highly detail oriented.
• Relationship builder with a high level of integrity.
• Exceptional attention to detail, strong initiative, and skilled influencer.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

Job Requirements:

• Standard office hours, with occasional weekend and after-hours availability.
• Occasional travel may be required.
• Work is conducted in a dynamic, fast-paced shipyard with moderate to loud noise levels from production activity.
• The individual will be required to be in production areas in yard and onboard vessels.
• Must be able to walk to and from job sites and be able to climb inclined stairways and vertical ladders.