Executive Assistant

Phenixfirehelmets; Riverside (CA); On-site; USD 70,000 - 80,000; Full time

Benefits offered by this job

Paid Time Off

401(k) with 4% Company Match

Profit Sharing

Medical Insurance

Dental Insurance

Group Life Insurance

AFLAC

Employee Assistance Program (EAP)

Paid Professional Development

Bonus Opportunities

Amazing culture

Job summary

Phenix Technology Inc. in Riverside, California is seeking an experienced Executive Assistant to the CEO, handling complex calendars, travel, and high-level communications.

You will coordinate meetings, prepare materials, and act as a professional liaison across the organization while maintaining confidentiality and discretion. The role requires strong organizational skills, proactive problem-solving, and the ability to improve processes in a fast-paced, safety-focused environment with a culture

Qualifications

• Bachelor's degree in Business Administration or related field.
• Five or more years of experience supporting senior executives.
• Exceptional organizational and time-management skills.
• Outstanding written and verbal communication abilities.
• Ability to maintain strict confidentiality.

Responsibilities

• Serve as the primary Executive Assistant to the CEO and manage complex calendars.
• Coordinate domestic and international travel, lodging, and itineraries.
• Prepare agendas, presentations, reports, and meeting materials; attend meetings and document action items.
• Draft professional emails and internal communications; screen and prioritize incoming correspondence.
• Plan and coordinate leadership meetings, company events, and travel logistics.
• Support Lean initiatives and continuous improvement efforts within operations.

Skills

Calendar management

Travel coordination

Executive communication

Confidentiality

Problem solving

Cross-functional collaboration

Proactive mindset

Education

Bachelor's degree in Business Administration or related field

Tools

Microsoft Outlook

Teams

OneDrive

SharePoint

DocuSign

Zoom

Job description

EMPLOYMENT TYPE: Full-Time, Exempt

SCHEDULE: Monday - Thursday 7 AM - 5:30 PM

TRAVEL: Minimal (less than 10%) Occasional travel may be required, including day trips, overnight, and out-of-state travel.

LOCATION: Riverside, California (On-site)

SALARY: $70,000-$80,000 DOE

BENEFITS: Paid Time Off, 401(k) with 4% Company Match, Profit Sharing, Medical, Dental, Group Life Insurance, AFLAC, Employee Assistance Program (EAP), Paid Professional Development, Bonus Opportunities, and most importantly—an amazing culture.

*Our products incorporate leather; a material derived from animal sources. Team members in all roles may be required to handle or work near leather materials.*

BETTER PEOPLE. BETTER PRODUCTS. BETTER WORLD.

At Phenix Technology Inc., we don't just manufacture fire helmets—we build products that protect the people who protect others.

For more than 50 years, we've proudly designed and manufactured American-made fire helmets trusted by firefighters around the world. We believe exceptional products begin with exceptional people, which is why we're committed to creating a workplace where employees are empowered to grow, improve, and make a meaningful impact every day.

Our Core Values

Our Core Values guide every decision we make and every interaction we have. They define who weare and what we expect from ourselves every day.

• Make Excellence Our Habit
• Leave the World a Better Place
• Create an Environment of Joy
• Focus on Continuous Improvement

Who You Are

You're highly organized, proactive, and thrive in a fast-paced environment. You anticipate needs,adapt quickly to changing priorities, and communicate confidently with people at every level of theorganization.

You're polished, professional, and understand that you represent both the CEO and Phenix in everyinteraction. You embrace technology, enjoy learning new systems, and aren't afraid to troubleshootissues or find solutions independently.

Most importantly, you see yourself as a strategic partner—not just an administrator—and takepride in helping others succeed.

You are someone who:

• Takes ownership and follows through.
• Leads with integrity, professionalism, and discretion.
• Maintains absolute confidentiality.
• Is proactive rather than reactive.
• Pays exceptional attention to detail.
• Communicates clearly and professionally.
• Builds strong relationships across the organization.
• Enjoys improving systems and processes.
• Is humble enough to ask questions, curious enough to learn, and courageous enough to takeinitiative.

What You'll Do

Executive Support

• Serve as the primary Executive Assistant to the CEO.
• Manage complex calendars, scheduling, and meeting coordination.
• Prioritize competing requests while protecting executive time.
• Coordinate domestic & international travel, lodging, and detailed itineraries.
• Prepare agendas, presentations, reports, and meeting materials.
• Attend meetings, document action items, and ensure follow-through.
• Represent the CEO with professionalism in both internal and external interactions.
• Manage confidential and highly sensitive information with discretion and sound judgment.
• Anticipate executive needs and proactively remove obstacles before they arise.

Project Coordination & Business Operations

• Coordinate strategic initiatives and cross-functional projects.
• Track deadlines, deliverables, and organizational priorities.
• Prepare executive reports, dashboards, and business summaries.
• Assist with planning sessions, leadership meetings, and company initiatives.
• Maintain documentation and ensure organizational consistency.
• Identify opportunities to streamline administrative and operational processes.
• Create systems that improve efficiency and organization.
• Support Lean initiatives and continuous improvement efforts.

Communication

• Serve as a professional liaison between executives, employees, customers, vendors, and community partners.
• Draft professional emails, announcements, presentations, and internal communications.
• Screen and prioritize incoming communications.
• Represent the CEO with professionalism and sound judgment.

Meeting & Event Coordination

• Plan and coordinate leadership meetings, company events, off-site meetings, customer visits, and special events.
• Coordinate meeting logistics, catering, travel, lodging, and materials.
• Ensure meetings are productive through preparation and timely follow-up.
• Track commitments and hold action items accountable.
• Serve as a technology resource by troubleshooting common hardware, software, and connectivity issues.
• Support and maintain business technology including Microsoft Outlook, Teams, OneDrive, SharePoint, DocuSign, Zoom, and other office productivity tools.
• Coordinate with IT partners and external vendors to resolve technical issues when needed.
• Assist with technology setup for meetings, presentations, video conferencing, and company events.
• Evaluate and recommend new technology solutions that improve productivity and efficiency.
• Learn and become proficient in company software and systems, serving as a resource to others when appropriate.

What Success Looks Like

Success in this role means:

• Leadership can focus on strategic priorities because day-to-day operations are organized and running smoothly.
• Calendars are managed proactively and efficiently.
• Meetings are organized, productive, and followed by timely action.
• Communication is clear, professional, and responsive.
• Projects stay organized and on schedule.
• Problems are anticipated and solved before they become issues.
• Administrative processes continually improve over time.
• You become a trusted partner and a reliable resource across the organization.

What You Bring

We're looking for someone with:

• Bachelor's degree in Business Administration or a related field, or equivalent professional experience.
• Five or more years of experience supporting senior executives or leadership teams.
• Exceptional organizational and time management skills.
• Outstanding written and verbal communication abilities.
• Strong judgment and decision-making skills.
• High level of professionalism and emotional intelligence.
• Ability to maintain strict confidentiality.
• Strong Microsoft Office skills, including Outlook, Word, Excel, PowerPoint, and Teams.
• Experience coordinating complex calendars, meetings, and travel.
• Ability to manage multiple priorities while maintaining exceptional attention to detail.
• A proactive mindset and passion for continuous improvement.
• Experience working in a Lean or Continuous Improvement culture is preferred, not required.
• Familiarity with the Entrepreneurial Operating System (EOS) is beneficial.
• Project management experience is highly valued.

Why You'll Love Working Here

At Phenix Technology Inc., you'll be part of a company that values people just as much as performance.

We believe in investing in our employees, encouraging professional growth, celebrating successes, and creating an environment where everyone has the opportunity to make a meaningful impact.