Executive Assistant

Jobvite, Inc.; La Plata (MD); On-site; USD 70,000 - 110,000; Full time

Job summary

The Wills Group is seeking an Executive Assistant to support the CEO and Leadership Team. You will manage calendars, prepare agendas, draft correspondence, and coordinate meetings and events.

You will also assist with board-related tasks and external communications while safeguarding sensitive information. The role requires strong organizational skills, 3+ years of experience, proficiency with Microsoft 365, and a proactive, discreet approach.

Qualifications

• Minimum of 3 years of experience as an Executive Assistant or similar high-level administrative role supporting a senior executive.
• Proven ability to manage complex calendars, travel arrangements, and multi-project coordination.
• Strong written and verbal communication with professional correspondence and memo drafting.
• Demonstrated discretion handling confidential information.
• Notary registration is a plus for this role.
• Experience coordinating internal and external communications and events.

Responsibilities

• Manage the CEO's calendar and daily schedule, optimize time management, and ensure timely attendance at all commitments.
• Arrange travel, lodging, and conference registrations for officers and team members as needed.
• Prepare meeting materials, agendas, and foster hybrid or virtual meeting links.
• Draft and edit emails, letters, and memos in collaboration with Corporate Communications.
• Prepare reports and presentations for the CEO and Leadership Team as required.
• Attend internal and external meetings on behalf of the CEO when requested.
• Track receipts, process expense reports, and ensure policy compliance.
• Support Board meetings and liaison with community partners and elected officials.

Skills

Executive support

Calendar management

Travel coordination

Confidentiality

Notary

Communication

Tools

Microsoft 365

Teams

Job description

Job Purpose and Function

The Executive Assistant provides high-level administrative support to the CEO and the Leadership Team to optimize their time, enabling them to focus on strategic business priorities. This support includes managing the CEO's calendar, coordinating meetings, drafting correspondence, event planning, and facilitating smooth communication internally and externally. The Executive Assistant also supports the Board of Directors as needed and acts as liaison between the CEO and community partners, elected officials, etc.

How You’ll Make an Impact

• Manage the CEO's calendar and daily schedule, optimize time management, and ensure timely attendance at all commitments.


• Arrange travel, lodging accommodation, and conference registrations for officers and other team members as needed, for timely attendance at off-site conferences and meetings.


• Prepare the necessary equipment, materials, and refreshments needed for meetings and/or events. Prepare hybrid or virtual meeting links as needed.


• Prepare agendas and take meeting minutes for Board meetings, various committee meetings, and other meetings.


• Record meetings when authorized and store files securely in the designated location.


• Support internal and external communications for the CEO, including drafting emails, official letters, and memos in collaboration with Corporate Communications.


• Prepare reports and presentations for the CEO and Leadership Team members as needed.


• Screen, prioritize, and make professional phone calls on behalf of the CEO as well as taking detailed messages and routing incoming calls appropriately.


• Assist with establishing and maintaining relationships with community partners and elected officials.


• Attend internal and external meetings on behalf of the CEO, serving as representative of the organization as requested.


• Prepare and process expense reports accurately and in a timely manner.


• Track receipts and ensure compliance with company policies.


• Manage/restock office supplies, along with other general office responsibilities as required.


• Handle sensitive and confidential information with discretion.


• Ad hoc projects and perform other duties as assigned.


• Support real estate administration through Lease Management, witness/notary of applications and real estate contracts.

What We’re Looking For

Basic Qualifications

• Minimum of 3 years of experience as an Executive Assistant, or other high-level administrative role supporting a senior executive


• Previous experience organizing and coordinating events and projects


• Outstanding organizational and time-management skills with the ability to manage competing priorities


• Proficiency with digital collaboration tools (Microsoft 365, Teams, etc.).


• Demonstrated ability to manage confidential and sensitive information with sound judgment


• Stay calm and centered during moments of high pressure while maintaining a sense of urgency

An ideal candidate will also have

• Registered Notary

Key Competencies

• Project coordination: Track multi-stakeholder tasks, deadlines, and deliverables smoothly.


• Clear communication: Act as a polished liaison for internal teams, board members, and external partners.


• Complex calendar management: Protect executive time and resolve scheduling conflicts based on business priorities.

Availability and Travel

• This role complies with our company’s hybrid telework schedule. Our operating days and hours are Monday through Friday from 8:00 AM to 4:30 PM, with in-office days being Tuesday through Thursday, reserving Monday and Friday as work-from-home.

ADA Compliance

The Wills Group is committed to providing equal employment opportunities and fostering an inclusive workplace for individuals with disabilities. In compliance with the Americans with Disabilities Act (ADA), we ensure that all qualified individuals are given the necessary accommodations to perform the essential functions of their roles.

We encourage open communication and collaboration to identify and implement reasonable accommodations that support the success of our employees while maintaining operational excellence. Reasonable accommodations can be discussed during the hiring process.

Why You Should Join Wills Group

As a thriving, family-owned, $1.5 billion company headquartered in scenic La Plata, Maryland, (a 45-minute commute from Washington, DC), we take pride in our strong presence across the Mid-Atlantic region. Featuring nearly 300 retail locations of our family of brands including Dash In, Splash In ECO Car Wash, and SMO Motor Fuels, we are shaping the future of convenience retailing, fuels marketing, and commercial real estate.

Since 1926, our work-hard, play-hard mentality propels us to serve the communities that have supported us throughout the years. Keeping lives in motion is more than our mission—it's our way of life!We’re dedicated to empowering individuals to embrace new possibilities and chart their own paths to success. Discover the fulfillment of working alongside passionate professionals, where your ideas are valued, and your potential is nurtured. Become part of something bigger when you join the Wills Group!

Benefits and Perks

Embark on a rewarding journey where your growth, future, and well-being take center stage! As a certified Great Place to Work™, the Wills Group understands today's professionals desire meaningful careers with a culture that's as authentic as possible. We pride ourselves in fostering an environment that supports your overall development.

Look forward to joining a company that celebrates your wins whether big or small. You can count on us to provide industry-leading total rewards packages that include a range of benefits and perks that contribute to your overall well-being:

• Financial Well-being: Employer 401(k) match (currently at 7%), health savings plan, and financial planning.


• Physical Well-being: Comprehensive health, vision, and dental plans tailored to meet the needs of our people and their families, even their pets!


• Paid Time Off: Vacation, sick, personal, community engagement, and parental leave for new parents.


• Work/Life Balance: Hybrid and flexible work environment, Employee Assistance Program, travel assistance, family life planning.


• Exclusive Discounts: Enjoy discounts on theme parks, Broadway shows, concerts, travel, shopping, dining, and wellness services.


• Education and Development Opportunities: 100% tuition reimbursement to support our team’s education goals, robust development programs, and certificate program assistance (up to 100% employer-paid).

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