Executive Assistant

USA Land Group; Midlothian (VA); On-site; USD 70,000 - 90,000; Full time

Job summary

USA Land Group is seeking an Executive Assistant to the President & CEO who is highly organized, proactive, and execution-oriented. This role acts as the operational extension of the President and CEO, aligning priorities and ensuring follow-through on commitments across the organization.

The ideal candidate thrives on bringing order to chaos, coordinates information and processes, and helps leadership stay focused on high-value work while driving continuous improvement in how the company

Qualifications

• Exceptionally organized and detail-oriented.
• Proactive, self-motivated, and able to manage multiple priorities.
• Professional, trustworthy, and able to handle confidential information.
• Comfortable working directly with senior leadership.

Responsibilities

• Manage calendars, schedules, and priorities of the President and CEO.
• Protect executive time by filtering requests and focusing on high-value work.
• Prepare leadership for meetings with information to inform decisions.
• Coordinate and schedule meetings; prepare agendas and capture notes.
• Track follow-up and ensure projects and actions are completed.
• Own and maintain company process documentation, SOPs, templates, and workflows.
• Assist with HR coordination, onboarding, recruiting logistics, and internal communications.

Skills

Organized

Detail-oriented

Proactive

Multitasking

Discretion

Executive collaboration

Job description

Executive Assistant to the President & CEO

USA Land Group is seeking a highly organized, proactive, and execution-oriented Executive Assistant to support the President and CEO.

This is not a traditional administrative assistant role. The Executive Assistant serves as the operational extension of the President and CEO, ensuring priorities stay on track, meetings lead to action, communication is organized, and the company continues moving forward.

The right person thrives on bringing order to chaos. They enjoy organizing people, information, and processes, and they take pride in making sure commitments are followed through and nothing falls through the cracks.

As USA Land Group continues to grow, this person will become the central coordinator for executive operations and has the opportunity to grow into an Operations Manager or Chief of Staff-type role over time.

Primary Responsibilities

• Manage the calendars, schedules, and priorities of the President and CEO.
• Protect executive time by filtering requests and ensuring leadership is focused on the highest-value work.
• Prepare leadership for meetings with the information needed to make informed decisions.

Meeting & Execution Management

• Coordinate and schedule meetings requested by the President or CEO and ensure they happen.
• Prepare agendas, attend key meetings, capture notes, document decisions, and assign action items.
• Track follow-up and hold owners accountable until projects and action items are completed.
• Help eliminate unnecessary meetings and ensure leadership is only involved where their time adds value.

Information & Decision Support

• Gather information, research, data, and updates from across the organization.
• Summarize complex issues into concise recommendations that allow leadership to make informed decisions quickly.
• Manage the flow of executive communication through Slack, email, meetings, and other channels.

Process & Operational Excellence

• Own and maintain company process documentation, SOPs, checklists, templates, and workflows.
• Continuously improve documentation to ensure processes remain current as the company evolves.
• Help identify operational inefficiencies and recommend improvements that increase consistency and accountability.

Office & Team Coordination

• Serve as the operational hub of the office, ensuring day-to-day activities run smoothly.
• Coordinate office operations, supplies, vendors, and workplace organization.
• Assist with HR coordination, onboarding, recruiting logistics, and internal communications.
• Support cross-functional projects and ensure departments stay aligned and informed.

Accountability & Strategic Alignment

• Keep leadership priorities, meetings, and daily activities aligned with the company's monthly, quarterly, and annual objectives.
• Track key initiatives, deadlines, and commitments across departments.
• Follow up with team members to ensure work is progressing and leadership decisions are executed.

What We're Looking For

The ideal candidate is:

• Exceptionally organized and detail-oriented.
• Proactive and self-motivated.
• Comfortable managing multiple priorities simultaneously.
• Resourceful and willing to do whatever needs to be done.
• Professional, trustworthy, and able to handle confidential information.
• Comfortable working directly with senior leadership.
• Passionate about building systems, improving processes, and helping organizations operate more effectively.

Most importantly, this person is an executor. They don't simply organize work—they make sure it gets done.

Success in This Role

Success means the President and CEO spend more time leading the business and less time managing logistics.

Meetings happen when they should, decisions are documented, action items are completed, processes stay current, communication is organized, and the company consistently executes on its highest priorities.

This role offers significant opportunity for growth and is designed for someone who wants to build a long-term career in operations and leadership.