Executive Assistant

CubX; Lakewood Township (NJ); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

401(k) match

On-site gym

Team events

Professional development

Employee appreciation initiatives

Job summary

CubX Inc. is seeking an Executive Assistant to the CEO to serve as a strategic partner, ensuring priorities stay aligned and execution remains on track in a fast-moving, entrepreneurial environment.

The role supports the CEO across business and personal matters, acting as a bridge among leadership, staff, clients, and partners. The ideal candidate is proactive, highly organized, discreet, and thrives under pressure with a strong sense of ownership and exceptional communication skills.

Qualifications

• 4+ years of Executive Assistant experience supporting senior leadership, including 2+ years directly supporting a CEO, founder, or C-suite executive.
• Proficiency with Microsoft 365 (Outlook/Calendar, Word, Excel, PowerPoint, Teams) and experience using AI tools to enhance administrative productivity.
• Experience managing complex executive calendars across multiple priorities.
• Experience working in fast-paced, high-growth, or entrepreneurial environments.
• Ability to anticipate needs and proactively solve problems with minimal direction.
• Strong written and verbal communication skills and ability to interact with executives, clients, vendors and staff.

Responsibilities

• Act as the CEO's right hand to align priorities and drive execution across all business and personal matters.
• Protect and manage the CEO's calendar, triage issues, and filter distractions.
• Coordinate domestic and international travel, itineraries, and logistics for meetings and VIP experiences.
• Prepare briefing packets, agendas, talking points, and background research for executive meetings.
• Attend meetings, take notes, capture action items, and ensure follow-through and accountability.
• Draft responses and internal communications on behalf of the CEO.
• Serve as liaison between the CEO, staff, clients, vendors, and partners.
• Assist with onboarding logistics in collaboration with HR and IT.
• Create systems to improve executive efficiency and track priorities across departments.
• Step into ambiguous situations, own tasks, and take initiative.

Skills

Executive support

Calendar management

Communication skills

Emotional intelligence

Discretion

Problem solving

Coordination

Stakeholder liaison

Proactivity

Reading situations

Tools

Microsoft 365

AI tools

Job description

CubX Inc. is a fast-growing managed service provider delivering modern, secure IT solutions and technology services to business clients nationwide. As Executive Assistant to the CEO, you will serve as a strategic partner, ensuring priorities are aligned and execution stays on track in a dynamic, entrepreneurial environment. This role is pivotal in supporting the CEO across business and personal matters, acting as a bridge between leadership, staff, clients, and partners.

The ideal candidate is highly proactive, emotionally intelligent, exceptionally organized, and thrives in high-pressure environments where priorities shift quickly. This role requires someone who can anticipate needs before they are communicated, create order in fast-moving situations, and operate with a high level of discretion, professionalism, and ownership.

You will become an extension of the CEO — protecting time, driving follow-through, helping maintain organizational alignment, and ensuring execution stays on track across the company. The right person for this role is resourceful, calm under pressure, and naturally takes initiative without waiting to be directed.

Key responsibilities include:

• Act as the CEO's right hand to align priorities and drive execution across all business and personal matters
• Proactively anticipate needs, solve problems, and manage day-to-day workflow
• Protect and manage the CEO's calendar, triage issues, and filter distractions
• Act as the operational gatekeeper for the CEO by protecting priorities, identifying distractions, and ensuring focus remains on high-impact initiatives
• Recognize issues, bottlenecks, or interpersonal dynamics early and proactively help drive resolution
• Maintain awareness of key company initiatives, leadership priorities, and organizational developments to ensure alignment and follow-through
• Coordinate complex domestic and international travel, itineraries, and logistics for meetings, events, and VIP client experiences
• Prepare briefing packets, agendas, talking points, and background research for executive meetings
• Attend meetings, take notes, capture action items, produce summaries, and ensure follow-through and accountability across teams
• Drive accountability by following up with leadership and department heads to ensure commitments and action items are completed
• Manage inbound communications and draft responses, presentations, and internal communications on behalf of the CEO
• Serve as liaison between the CEO, staff, clients, vendors, and partners
• Handle sensitive and confidential conversations, situations, and information with maturity and sound judgment
• Support office coordination, including supplies, deliveries, vendors/maintenance, conference rooms, team lunches, and internal events
• Assist with onboarding logistics in collaboration with HR and IT
• Help maintain a polished, professional, and high-performing office environment that reflects company culture and leadership standards
• Maintain confidentiality, manage expense reports and vendor relationships, and support special projects
• Create systems and processes to improve executive efficiency and track priorities and deadlines across departments
• Assist with executive recruiting, interview coordination, and leadership reporting
• Step into ambiguous situations, identify what needs to be done, and take ownership without requiring detailed instruction

Requirements

Required Qualifications:

• 4+ years of Executive Assistant experience supporting senior leadership, including 2+ years directly supporting a CEO, founder, or C-suite executive
• Proficiency with Microsoft 365 (Outlook/Calendar, Word, Excel, PowerPoint, Teams) and experience using AI tools to enhance administrative productivity
• Experience managing complex executive calendars across multiple priorities
• Experience working in fast-paced, high-growth, or entrepreneurial environments
• Ability to anticipate needs and proactively solve problems with minimal direction
• Experience acting as a liaison between an executive and internal teams as well as external parties (clients, vendors, partners)
• Experience preparing executive-facing materials such as briefing packets, agendas, talking points, and background research
• Exceptional organizational skills with the ability to manage multiple competing priorities without dropping details
• Proven ability to maintain composure, professionalism, and sound judgment under pressure
• Strong sense of ownership, accountability, and follow-through
• High level of discretion and ability to handle confidential information with integrity
• Ability to read situations and people well, exercise strong professional judgment, and communicate effectively across all levels of an organization
• Naturally proactive with a "figure it out" mentality and minimal need for oversight
• Comfortable operating in environments where priorities shift rapidly throughout the day
• Strong emotional intelligence, professional judgment, and outstanding written and verbal communication skills
• The ideal candidate can confidently interact with executives, clients, vendors, and staff while maintaining professionalism, warmth, and authority
• Fluent English
• Authorized to work in the United States
• Available for after-hours work as needed
• Able to reliably commute to Lakewood, NJ for this on-site role
• We are looking for someone who becomes indispensable — a highly trusted partner who creates leverage for leadership and helps keep the organization operating at a high level

Preferred Qualifications:

• Experience coordinating complex domestic and international travel itineraries for a senior executive or CEO
• Experience supporting executive recruiting, interview coordination, and leadership reporting
• Background in office coordination, including supplies, vendors, conference rooms, and team events
• Experience with onboarding logistics in collaboration with HR and IT
• Experience supporting special projects and creating systems/processes to improve executive efficiency
• Ability to manage expense reports, vendor relationships, and operational follow-through with strong attention to detail
• Experience in fast-paced, high-growth, entrepreneurial, or managed services environments
• Experience in information technology, professional services, or managed services industries
• Ability to anticipate executive needs, prioritize effectively, and operate with a high degree of autonomy
• Demonstrated ability to handle sensitive situations and confidential information with discretion and professionalism
• Strong executive presence and the ability to interact confidently with leadership, clients, vendors, and staff
• Proven ability to remain organized and composed while managing multiple competing priorities in high-pressure environments
• Ability to travel occasionally on an ad hoc basis to accompany the CEO
• We value individuals who take ownership, solve problems proactively, and naturally become trusted partners to leadership

Benefits

• Competitive salary of $65,000-$90,000 (DOE)
• Paid time off and company holidays
• Health, dental, and vision insurance options
• 401(k) retirement plan with company match
• On-site gym for employee wellness
• Modern, collaborative office environment
• Ongoing training and professional development
• Opportunity to work with cutting-edge technology
• Team events and employee appreciation initiatives
• Strong company culture focused on innovation and teamwork