Executive Administrative Assistant

Smartlink LLC; Annapolis (MD); On-site; USD 60,000 - 75,000; Full time

Job summary

Smartlink LLC in Annapolis, MD is seeking an Executive Administrative Assistant to support the CEO and enhance organizational efficiency. The role focuses on managing priorities, protecting time, and representing the executive professionally with internal and external stakeholders.

Key duties include calendar governance, travel coordination, preparing reports and presentations, and handling communications with discretion and tact.

Qualifications

• Minimum of three (3) years of administrative assistant experience preferred.
• Associate’s degree required, or an equivalent combination of education, training, and relevant professional experience.
• Confident, articulate verbal communicator with strong interpersonal skills and the ability to effectively connect with individuals at all levels of the organization.
• Strong written communication skills, including the ability to edit for clarity, consistency, grammar, and proper syntax.
• Excellent research skills with the ability to organize information, quickly assimilate new material, and provide clear guidance and direction.
• Exceptional attention to detail and organizational skills, with a strong focus on accuracy and quality.
• Competitive, results-driven mindset.
• Creative and resourceful problem solver.
• Demonstrated ability to prioritize tasks, meet tight deadlines, and manage multiple priorities simultaneously.
• Ability to demonstrate patience in challenging situations and resolve issues with clarity, professionalism, and a positive, can-do attitude.
• Proficient in Microsoft Office applications and Adobe.
• Proven ability to maintain a high level of confidentiality and exercise discretion when handling sensitive information.
• Ability to adapt effectively in a changing and fast-paced environment.

Responsibilities

• Champion Smartlink’s beliefs and values through everyday actions.
• Complete a broad variety of administrative tasks to facilitate the executive’s ability to effectively lead the company including: managing an extremely active calendar, completing expense reports, composing and preparing correspondence, arranging complex and detailed travel plans and itineraries, making and answering phone calls, receiving and prioritizing mail, compiling documents, and building presentations.
• Plan, coordinate, and ensure the executive’s calendar is followed and respected in a gatekeeper role; schedule complex activities such as meetings, extended travel, dinners, and other company activities, develop itineraries and agendas, book transportation, and arrange lodging and meeting accommodations.
• Work closely and effectively with the executive to keep them well informed of upcoming commitments and responsibilities, following up appropriately; act as a barometer, having a sense for issues taking place in the environment and keeping the executive updated.
• Successfully compose and finalize professional correspondence, legal documents, meeting minutes, business plans, memos, letters, and other documents, using experience and judgement to determine what should be included in each.
• Communicate on behalf of the executive including screening and answering phone calls, letters, and e-mails, taking messages, and fielding/answering all routine and non-routine questions; prioritize calls that need to be returned directly by the executive.
• Prioritize conflicting needs on behalf of the executive; handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.
• Serve as a liaison with internal staff and external stakeholders.
• Perform special projects as assigned including carrying out research and analysis, serving as a project manager, and executing company-wide events.
• Maintain professional, ethical, and company standards at all times.
• Other duties as assigned.

Skills

Administrative experience

Calendar management

Travel coordination

Communication

Microsoft Office

Adobe

Education

Associate's degree

Tools

Microsoft Office

Adobe

Job description

Job Title: Executive Administrative Assistant

Department: Executive Reports To: Chief Executive Officer (CEO) FLSA Status: Exempt Location: Annapolis, MD Salary: $60k-$75k

Why Smartlink?

At Smartlink, we believe exceptional people create exceptional results. Guided by our core values,Creating Customer Fanatics, Innovate and Create, One Team, We Are All In, and Safety Leads to Success, we foster a culture where driven, ambitious individuals are empowered to make an impact, grow their careers, and help drive our success.

We are a fast-paced, high-performance organization where accountability, teamwork, and innovation are expected and rewarded. This is not a traditional 40-hour workweek environment. Success often requires flexibility, dedication, and a willingness to go above and beyond to deliver for our customers and teammates.

In return, you'll be surrounded by talented professionals who challenge and support one another, with opportunities for career growth, skill development, and meaningful contributions that make a real difference.

If you're competitive, motivated by achievement, and ready to be All In, Smartlink offers more than a job. It offers the opportunity to build an exceptional career while helping shape the future of our industry. If you're ready to be All In, we invite you to join us and help shape the future of Smartlink.

Job Summary:

The Executive Administrative Assistant provides high-level administrative support to the CEO. This role is responsible for maximizing the efficiency of the assigned executive by managing priorities, conserving time, and serving as a trusted internal and external representative. Acting as the executive’s primary point of contact, the Executive Administrative Assistant supports a strong and professional organizational image. Responsibilities are diverse and may include screening and directing communications, managing complex calendars, coordinating travel arrangements, preparing reports and presentations, and supporting customer and stakeholder relations.

ESSENTAIL DUTIES AND RESPONSIBILITIES:

• Champion Smartlink’s beliefs and values through everyday actions.
• Complete a broad variety of administrative tasks to facilitate the executive’s ability to effectively lead the company including: managing an extremely active calendar, completing expense reports, composing and preparing correspondence, arranging complex and detailed travel plans and itineraries, making and answering phone calls, receiving and prioritizing mail, compiling documents, and building presentations.
• Plan, coordinate, and ensure the executive’s calendar is followed and respected in a gatekeeper role; schedule complex activities such as meetings, extended travel, dinners, and other company activities, develop itineraries and agendas, book transportation, and arrange lodging and meeting accommodations.
• Work closely and effectively with the executive to keep them well informed of upcoming commitments and responsibilities, following up appropriately; act as a barometer, having a sense for issues taking place in the environment and keeping the executive updated.
• Successfully compose and finalize professional correspondence, legal documents, meeting minutes, business plans, memos, letters, and other documents, using experience and judgement to determine what should be included in each.
• Communicate on behalf of the executive including screening and answering phone calls, letters, and e-mails, taking messages, and fielding/answering all routine and non-routine questions; prioritize calls that need to be returned directly by the executive.
• Prioritize conflicting needs on behalf of the executive; handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.
• Serve as a liaison with internal staff and external stakeholders.
• Perform special projects as assigned including carrying out research and analysis, serving as a project manager, and executing company-wide events.
• Maintain professional, ethical, and company standards at all times.
• Other duties as assigned.

QUALIFICATIONS AND REQUIREMENTS:

• Minimum of three (3) years of administrative assistant experience preferred.
• Associate’s degree required, or an equivalent combination of education, training, and relevant professional experience.
• Confident, articulate verbal communicator with strong interpersonal skills and the ability to effectively connect with individuals at all levels of the organization.
• Strong written communication skills, including the ability to edit for clarity, consistency, grammar, and proper syntax.
• Excellent research skills with the ability to organize information, quickly assimilate new material, and provide clear guidance and direction.
• Exceptional attention to detail and organizational skills, with a strong focus on accuracy and quality.
• Competitive, results-driven mindset.
• Creative and resourceful problem solver.
• Demonstrated ability to prioritize tasks, meet tight deadlines, and manage multiple priorities simultaneously.
• Ability to demonstrate patience in challenging situations and resolve issues with clarity, professionalism, and a positive, can-do attitude.
• Proficient in Microsoft Office applications and Adobe.
• Proven ability to maintain a high level of confidentiality and exercise discretion when handling sensitive information.
• Ability to adapt effectively in a changing and fast-paced environment.

Travel Requirements:

• Minimal (<5%) to no travel is expected in association with performing this position; local travel could be prompted by a requested errand or support at off-site meetings.

EQUAL OPPORTUNITY EMPLOYER