Administrative Assistant to the CEO

Kaizen Lab Inc.; Charlotte (NC); Hybrid; USD 45,000 - 65,000; Full time

Benefits offered by this job

Medical, dental, vision insurance

Life and disability insurance

401(k) with company match

Generous PTO

Job summary

Payentry is seeking an Administrative Assistant to the CEO in Charlotte, NC. This role focuses on calendar management, communications, travel coordination, and office operations to ensure the CEO’s time is optimized and information flows smoothly.

You will interface with senior leaders, clients, board members, and partners, delivering professional, discreet support. The ideal candidate excels in organization, communication, and cross-functional collaboration.

Qualifications

• 2+ years of experience in an administrative or executive support role.
• Outstanding written and verbal communication — you will write daily on behalf of the CEO.
• Exceptional organizational skills and meticulous attention to detail.
• Ability to handle highly sensitive information with absolute discretion.
• Proficiency in Microsoft Office Suite and/or Google Workspace; proactive, solutions-first mindset.

Responsibilities

• Manage CEO calendar with high accuracy and prioritization.
• Draft, edit, and proofread emails, memos, and internal communications for the CEO.
• Coordinate domestic and international travel arrangements and day-by-day itineraries.
• Prepare meeting agendas, materials, notes, and distribute action items.
• Handle office administration, vendor relationships, and onboarding logistics for new executives.
• Provide cross-functional executive support and handle special projects as directed by the CEO.

Skills

Excellent written communication

Verbal communication

Exceptional organization

Discretion with sensitive information

Multi-priority management

Office suite proficiency

Education

Associate's or Bachelor's in Business Administration/Communications

Tools

Zoho

Asana

Notion

Monday.com

Microsoft Office

Google Workspace

Job description

Administrative Assistant to the CEO

The Administrative Assistant to the CEO is a critical support role at the heart of the executive office. This person ensures the CEO's time, attention, and energy are directed where they matter most — by managing competing priorities, keeping communications organized and on track, and handling the day-to-day operational details that keep the office running smoothly.

This role requires someone who is not only highly organized and discreet, but also an exceptionally clear communicator — in writing and in person. You will interface regularly with senior leaders, clients, board members, and external partners on behalf of the CEO. Your ability to represent the executive office with professionalism, warmth, and clarity will be essential to your success.

What You Will Do:

Calendar & Schedule Management

• Own and manage the CEO's calendar with a high degree of accuracy and forward-thinking prioritization.
• Schedule and coordinate meetings across internal teams, clients, and external partners, anticipating conflicts and resolving them proactively.
• Prepare the CEO for each day and week — delivering briefing materials, agendas, and background context before every key meeting or conversation.
• Protect the CEO's time by applying sound judgment about what requires immediate attention, what can be delegated, and what can be deferred.

Communications

• Screen, triage, and manage the CEO's inbox and incoming correspondence, drafting responses as appropriate.
• Draft, edit, and proofread emails, memos, letters, and internal communications on behalf of the CEO — every communication should be clear, accurate, and professionally presented.
• Serve as a primary point of contact for internal stakeholders, clients, and external partners reaching out to the CEO's office.
• Communicate on behalf of the CEO with tact, warmth, and professionalism; you are often the first impression people have of the executive office.
• Ensure that important information reaches the right people at the right time, and that nothing is missed or delayed.

Travel & Logistics

• Coordinate all domestic and international travel arrangements, including flights, accommodations, ground transportation, and detailed day-by-day itineraries
• .Anticipate logistical needs and manage changes or disruptions with composure and efficiency.
• Prepare and submit expense reports accurately and on time.

Meeting & Event Support

• Prepare meeting agendas and materials, take accurate notes, and distribute action items following key meetings.
• Coordinate logistics for board meetings, executive off-sites, team events, and client engagements.
• Manage RSVPs, catering, venue coordination, and other event logistics as needed.

Office Administration

• Maintain organized, current filing systems for documents, contracts, and confidential records.
• Handle vendor relationships, office supply management, and general administrative upkeep.
• Support onboarding logistics for new executive team members or key hires.

Special Projects & Ad Hoc Support

• Conduct research and synthesize findings to support the CEO's decision-making.
• Track follow-up items and deliverables on the CEO's behalf, ensuring commitments are honored.
• Take on special projects and one-off assignments as directed by the CEO.
• Cross-Functional Executive Support: Provide ad hoc support and assistance to the broader executive team, mirroring CEO-level support standards as needed or for special project

What You Bring to Table:

• 2+ years of experience in an administrative orexecutive support role.
• Outstanding written and verbal communication skills —this is non-negotiable; you will write and communicate daily on behalf of theCEO, and quality of communication matters deeply.
• Exceptional organizational skills and meticulousattention to detail.
• Strong professional judgment and the ability to handlehighly sensitive information with absolute discretion.
• Ability to manage multiple competing priorities calmlyand effectively under pressure.
• Proficiency in Microsoft Office Suite (Outlook, Word,Excel, PowerPoint) and/or Google Workspace.
• A proactive, solutions-first mindset — you anticipateneeds before they arise and solve problems quietly and effectively.

Preferred

• Prior experience supporting a C-suite executive.
• Familiarity with project or task management tools(e.g., Zoho, Asana, Notion, Monday.com).
• Associate's or Bachelor's degree in BusinessAdministration, Communications, or a related field.

Location: Charlotte, NC Hybrid Schedule

Total Rewards and Growth:

• A start to a career within a fast-growing company
• A competitive benefits package including medical, dental, and vision insurance for you and your family
• 100% company-paid life, short-term, and long-term disability benefits.
• 401(k) Safe Harbor plan with up to a 4% company match with vesting from day one (1).
• Generous discretionary paid time off package with immediate eligibility.

What Success Looks Like:

You will know you are succeeding in this role when the CEO walks into every meeting fully prepared and on time, when communications are handled promptly and accurately, and when the executive office operates without friction. The best person for this role takes deep pride in the behind-the-scenes work that makes everything else possible and finds genuine satisfaction in being the person who makes a demanding job feel manageable

Who is Payentry?

We offer human capital management services to employers throughout the US. Payentry. Our cloud based SaaS platform provides employer solutions that increase cash flow and efficiency, reduce risk, and give a competitive edge in managing and retaining high-quality employees.