Executive Assistant

WareSpace; Columbia (MD); On-site; USD 85,000 - 120,000; Full time

Job summary

WareSpace is seeking an Executive Assistant to support the CEO and COO, ensuring calendars, travel, and communications run smoothly in a fast-paced, in-office environment.

You will partner with two senior leaders, manage shifting priorities, and contribute to board decks and executive materials with discretion and professionalism.

This role requires initiative, professionalism, and a polished, proactive approach to keep the executive team focused on growth.

Qualifications

• 5+ years of EA or senior administrative support experience, preferably for C-suite executives.
• Experience supporting multiple executives simultaneously.
• Excellent organizational and time-management skills.
• Strong calendar and travel management experience.
• Experience creating executive presentations and PowerPoint decks; board-level presentation experience preferred.
• Proficient with Microsoft Outlook, PowerPoint, Word, Excel.

Responsibilities

• Manage complex calendars for the CEO and COO, including meetings, calls, and travel.
• Coordinate meetings across departments and with external partners, investors, board members, vendors, and stakeholders.
• Prepare agendas, materials, and follow-up items for executive meetings.
• Own detailed travel arrangements for executives, including flights and hotels.
• Coordinate in-office meetings, meals, and hospitality for executive leadership.
• Assist with presentations, reports, contracts, and special projects.

Skills

Executive support

Calendar management

Travel coordination

Presentations

Communication

Discretion

Tools

Microsoft Outlook

PowerPoint

Word

Excel

Job description

About WareSpace

WareSpace is a fast-growing national provider of flexible warehouse space designed specifically for small and growing businesses. As we continue to expand our national footprint, we are looking for an exceptional Executive Assistant to provide high-level support to our Chief Executive Officer and Chief Operating Officer.

About WareSpace

WareSpace is a fast-growing national provider of flexible warehouse space designed specifically for small and growing businesses. As we continue to expand our national footprint, we are looking for an exceptional Executive Assistant to provide high-level support to our Chief Executive Officer and Chief Operating Officer.

The Role

WareSpace is seeking a highly organized, proactive, and resourceful Executive Assistant to the CEO & COO. This role will serve as a trusted partner to two of our senior-most executives and will be responsible for keeping their schedules, travel, meetings, communications, and day-to-day priorities running seamlessly.

This is a highly visible, fast-paced role that requires excellent judgment, discretion, attention to detail, and the ability to anticipate needs before they arise. The ideal candidate is comfortable working closely with senior executives, managing constantly shifting priorities, and taking ownership of both the small details and high-impact executive initiatives.

This position will primarily provide in-office executive support and requires someone who thrives in an environment where no two days look exactly the same.

Executive & Calendar Support

• Manage complex and frequently changing calendars for the CEO and COO, including internal meetings, external meetings, calls, events, and strategic priorities.
• Coordinate meetings across departments and with external partners, investors, board members, vendors, and other key stakeholders.
• Anticipate scheduling conflicts and proactively manage executive time and priorities.
• Ensure executives are prepared for meetings by organizing agendas, materials, background information, and follow-up items.
• Track important commitments, deadlines, and action items to ensure appropriate follow-through.

Board & Executive Meeting Support

• Assist with the preparation and coordination of Board of Directors meetings and board decks, including gathering information from internal leaders, organizing materials, formatting presentations, and managing deadlines.
• Coordinate executive leadership meetings, company meetings, strategic planning sessions, and other high-level meetings.
• Prepare agendas, presentations, meeting materials, and other executive-level documents.
• Capture and organize follow-up items when needed and help ensure deliverables remain on track.
• Maintain a high level of confidentiality when handling company, financial, personnel, and executive information.

Travel Management

• Own detailed and often complex travel arrangements for the CEO and COO, including flights, hotels, ground transportation, rental vehicles, and complete itineraries.
• Coordinate frequent domestic travel and occasional multi-city or last-minute travel.
• Proactively manage travel disruptions, schedule changes, cancellations, and other issues as they arise.
• Ensure executives have all necessary travel details, meeting information, reservations, and logistics organized in advance.
• Coordinate business meals, restaurant reservations, client dinners, and executive events associated with travel.

In-Office & Executive Support

• Serve as the primary point of coordination for meetings involving the CEO and COO at the WareSpace office.
• Prepare conference rooms and ensure meetings are fully set up and ready before attendees arrive.
• Coordinate meals, catering, refreshments, and other hospitality needs for executive and leadership meetings.
• Welcome and assist executive-level visitors, board members, investors, and business partners.
• Help create a polished, professional experience for anyone meeting with WareSpace's executive team.
• Assist with executive events, leadership gatherings, company retreats, and other special projects as needed.

Administrative & Special Projects

• Prepare presentations, reports, correspondence, spreadsheets, and other executive materials.
• Assist with expense reports, receipts, travel expenses, and executive reimbursements.
• Coordinate signatures, documents, contracts, and other materials requiring executive review.
• Partner closely with HR, Finance, Operations, Acquisitions, Construction, Marketing, Leasing, and other departments to gather information or coordinate executive priorities.
• Take ownership of special projects and assignments on behalf of the CEO and COO.
• Handle confidential and sensitive information with exceptional professionalism and discretion.

Qualifications

What We're Looking For

• 5+ years of Executive Assistant or senior-level administrative support experience, preferably supporting C-suite executives.
• Experience supporting multiple executives simultaneously.
• Exceptional organizational and time-management skills.
• Strong experience managing complex calendars and executive travel.
• Experience preparing executive presentations and PowerPoint decks; board-level presentation experience strongly preferred.
• Strong proficiency with Microsoft Outlook, PowerPoint, Word, Excel, and other business productivity tools.
• Excellent written and verbal communication skills.
• Strong attention to detail and ability to catch issues before they become problems.
• Ability to work independently, exercise sound judgment, and make decisions with limited direction.
• Comfortable operating in a fast-growing company where priorities can change quickly.
• Ability to maintain strict confidentiality and handle sensitive information appropriately.
• Strong sense of urgency without sacrificing accuracy or professionalism.

What Success Looks Like

The right person for this role makes the CEO and COO more effective. Calendars are organized, meetings are prepared, travel is seamless, board materials are polished, guests are taken care of, and important details don't fall through the cracks.

You are someone who thinks ahead, anticipates what will be needed next, and takes pride in creating order behind the scenes so the executive team can remain focused on growing WareSpace.