Executive Assistant

Phillips Tube Group, Inc.; Cincinnati (OH); On-site; USD 70,000 - 100,000; Full time

Job summary

Phillips Tube Group, Inc. is seeking an experienced Executive Assistant to provide high‑level administrative and strategic support directly to our CEO.

You will manage complex schedules, coordinate critical communications, and ensure the CEO can focus on leading our mission‑driven, results‑oriented company. This role requires discretion, adaptability, and proactive problem‑solving in a fast‑paced environment.

Qualifications

• 8+ years of executive assistant experience, preferably in smaller companies.
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Proficiency with Adobe and Google Workspace.
• Exceptional organizational and time management skills.
• Outstanding written and verbal communication abilities.
• Ability to maintain strict confidentiality.
• Strong interpersonal skills and collaboration with diverse personnel.
• Willingness to travel 1–2 times per week and work extended hours when needed.
• Valid driver's license and comfort with various modes of transport.
• Ability to work independently and manage multiple priorities under pressure.

Responsibilities

• Executive partnership: act as CEO's trusted right hand with direct reporting.
• Calendar & schedule management: handle active calendar and personal dates.
• Administrative excellence: scheduling, supplies, guest relations, filing, inter‑office communications.
• Communications hub: coordinate internal/external stakeholder communications.
• Strategic correspondence: draft letters reflecting CEO's values.
• Project coordination: oversee projects from conception to delivery.
• Travel coordination: arrange ground transport, flights, and accompany CEO on trips.
• Stakeholder relations: represent the CEO across locations and partners.
• Board support: assist with board meetings and governance activities as needed.
• Organizational oversight: maintain files, contacts, and compliance documents; audits as requested.
• Research & intelligence: gather market trends and biographical information for leadership.

Skills

MS Office

Adobe

Google Workspace

Calendar management

Scheduling

Communication

Confidentiality

Travel coordination

Independent work

Stakeholder relations

Tools

Adobe

Google Workspace

Job description

Hours: Full-time, plus travel and on‑call hours as needed

About This Opportunity

We're seeking an exceptional Executive Assistant to provide high‑level administrative and strategic support directly to our CEO. This is a unique opportunity to work at the heart of our organization, serving as a trusted advisor and essential partner in our company's success. You'll manage complex schedules, coordinate critical communications, and ensure our CEO can focus on leading our mission‑driven, results‑oriented company.

If you thrive in a fast‑paced, entrepreneurial environment and excel at juggling multiple priorities with grace and discretion, this role offers the chance to make a meaningful impact at the executive level.

Key Responsibilities

• Executive Partnership: Serve as the CEO's trusted right hand, reporting directly and maintaining a close working relationship to keep leadership informed of upcoming commitments and organizational dynamics
• Calendar & Schedule Management: Manage an extremely active calendar of appointments, events, deadlines, and personal dates while strategically blocking time for professional development and personal well‑being
• Administrative Excellence: Provide comprehensive secretarial support including appointment scheduling, supply management, guest relations, filing organization, and inter‑office communications
• Communications Hub: Serve as the primary point of contact for internal and external stakeholders regarding CEO activities, corporate initiatives, philanthropic efforts, and business relationships
• Strategic Correspondence: Draft acknowledgment letters, personal correspondence, and professional communications that reflect the CEO's values and leadership style
• Project Coordination: Oversee special projects from conception to completion, coordinating with internal teams and external partners to ensure accuracy, accountability, and successful delivery
• Travel Coordination: Plan and manage all travel arrangements including ground transportation, commercial flights, and private aviation; accompany the CEO on business trips as needed
• Stakeholder Relations: Represent the CEO's office with credibility and professionalism across multiple plant locations, charitable organizations, and business associates
• Board Support: Provide liaison and support services to board meetings and governance activities as needed
• Organizational Oversight: Maintain meticulous organization of physical and digital files, contact lists, and compliance documentation; conduct audits as requested
• Research & Intelligence: Conduct research on market trends, political developments, and biographical information to keep leadership informed

Required Qualifications

• 8+ years of administrative or executive assistant experience, preferably with smaller companies (under 200 employees)
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
• Proficiency with Adobe and Google Workspace
• Exceptional organizational and time management skills
• Outstanding written and verbal communication abilities
• Ability to exercise mature judgment and maintain strict confidentiality
• Strong interpersonal skills and ability to work effectively with diverse personnel
• Willingness to travel 1-2 times per week and work extended hours when needed
• Valid driver's license and comfort with various modes of transportation
• Ability to work independently and manage multiple priorities under pressure

Preferred Qualifications & Skills

• Project management software experience
• ERP systems knowledge
• Social media and web platform proficiency
• Experience in a mission‑driven or philanthropic organization
• Familiarity with industry‑specific terminology and business practices
• Experience attending board or governance meetings

Core Competencies

• Discretion and confidentiality
• Advanced calendar and schedule management
• Professional correspondence (written and oral)
• Event and function planning
• Research and information gathering
• Follow‑up and accountability tracking
• Adaptability and proactive problem‑solving
• Professional presence and communication
• Attention to detail and organizational excellence

What We're Looking For

The ideal candidate is a mature, professional individual who thrives in a fast‑paced, entrepreneurial environment. You possess exceptional judgment, strong communication skills, and the ability to balance multiple competing priorities with ease. You're comfortable working independently on complex projects while remaining responsive and collaborative. You understand the importance of confidentiality and discretion, and you take pride in supporting leadership with excellence and integrity.

You're flexible, adaptable, and genuinely enjoy working in a mission‑driven, results‑oriented culture. You have the maturity to navigate sensitive situations with grace and the initiative to anticipate needs before they arise.

What We Offer

We invest in our team members' professional development, including support for executive assistant training programs. You'll work in a collaborative, entrepreneurial environment where your contributions directly impact organizational success.