Executive Assistant, C-Suite

ADB Companies, LLC; Buffalo (NY); On-site; USD 60,000 - 90,000; Full time

Job summary

ADB Companies, LLC is seeking an Executive Assistant, C-Suite to support the Chief of Staff and other C-Level leaders. The role focuses on calendar management, reporting, travel coordination, and event planning while maintaining confidentiality.

The ideal candidate brings professional, self-motivated skills and an ALL IN attitude to achieve results in a fast-paced environment. This exempt role supports the executive team across projects and daily operations.

Qualifications

• 5+ years of high-level administrative experience reporting directly to Executive Leadership required.
• Construction/Telecommunications industry experience preferred.
• Business Degree preferred.
• High School Diploma or equivalent required.

Responsibilities

• Provides high level administrative support to the C-Suite team including taking meeting minutes, managing calendars and emails, scheduling meetings, creating agendas and presentations.
• Oversees and coordinates travel for executive leaders including booking flights, hotels, rental cars, etc.
• Drives standardization of department and company processes including action planning, staff meetings, budgets, culture engagement.
• Assist with monthly Scorecard Reporting.
• Assist with event planning, meeting preparation and logistics.
• Manage office supplies and equipment.
• Serve as main point of contact among executives, staff, customers, and stakeholders.
• Format information for memos, presentations, and reports.
• Oversee mail handling and timely communication for high-priority needs.
• Create, track, and manage reports with confidentiality and data integrity.
• Support fast-paced schedules including early mornings, evenings, weekends.
• Perform special projects as requested.

Skills

Excel

PowerPoint

Microsoft Office

Time management

Education

Bachelor's degree preferred

High School Diploma

Tools

Word

Outlook

PowerPoint

Job description

To be a team member at ADB Companies, or as we call it, part of the A-Team, you must be ALL IN to support the company’s mission, vision, and values.

OUR MISSION:

We are a customer-centric partner providing innovative solutions. The safety, well-being, and career growth of our team members are the benchmarks of our success.

POSITION TITLE:

Executive Assistant, C-Suite

CLASSIFICATION:

Exempt

Position Overview

ADB is a Nationwide full turnkey provider of technology infrastructure solutions including Wireline, Wireless, ISP, AV, and Engineering. Our customer centric approach has ensured long term relationships with commercial clients, service providers, local, state, and federal government organizations. We recognize our team members as our greatest asset ensuring that their safety, well-being, and career growth are always our number one priority. Our ALL IN culture includes a focus on Safety, Wellness, Learning, Diversity and Inclusion, and giving back to our communities.

ADB is seeking an Executive Assistant, C-Suite to perform a variety of high-level administrative tasks directly supporting the Chief of Staff and other members of the C-Suite executive team. This role will drive operational efficiency in administrative functions for ADB executives including calendar management, reporting, priority tracking, event planning, etc. The ideal candidate will be professional, self-motivated and highly confidential with an ALL IN attitude to achieve results.

Roles And Responsibilities

• Provides high level administrative support to the C-Suite team including but not limited to, taking meeting minutes, managing calendars and emails, scheduling meetings, creating agendas and presentations, etc.
• Oversees and coordinates travel for various executive leaders including booking flights, hotels, rental cars, etc.
• Drives standardization of department and company processes amongst the entire group including adherence to action planning processes, staff meetings, STP meetings, budgets, culture engagement, etc.
• Assist with monthly Scorecard Reporting.
• Assist with event planning, meeting preparation and logistics.
• Monitor and manage office supplies and equipment.
• Acts as the main point of contact among executives, team members, support staff, customers, and other external or internal stakeholders for all information the department oversees
• Format information for internal and external communication- memos, presentations, organizational charts, reports, agendas, etc.
• Oversee all incoming and outgoing mail ensuring timeliness of mail processing and communication especially for high priority needs.
• Create, track, and manage various reports and documents ensuring a high level of confidentiality and data integrity within various databases.
• Ability to support a fast paced, demanding work schedule that can include; early mornings, evenings, weekends, etc.
• Performs special projects and initiatives as assigned when requested.

Success Factors

• A strong belief in ZERO- Being Safe 100% of the time is the expectation
• Alignment with company mission, vision, and values
• A high level of customer centricity
• Strong work ethic with an ALL-IN attitude
• Strong team player with the ability to adapt to diverse team members
• Ability to perform in a fast paced/high volume environment
• Excellent verbal and written communication skills
• A high level of time management, accountability, and prioritization skills
• Ability to be organized, problem solve, and be solution orientedSelf‑motivated, goal‑oriented, and driven to accomplish department goals
• Expert level Excel skills
• Expert level Power Point skills
• Strong level of confidentiality and discretion
• Proficient knowledge of Microsoft Office (Word & Outlook)

Work Environment

• Corporate headquarters is located at 18777 US Hwy 66 Pacific MO 63069
• This role routinely uses standard office equipment such as laptop computers, projectors, copy/fax, and smartphones

Experience And Education

• 5+ years of high-level administrative experience reporting directly to Executive Leadership required
• Construction/Telecommunications industry experience preferred
• Business Degree preferred
• High School Diploma or equivalent required

ADB Companies, LLC is an equal opportunity employer. All candidates agree to complete a selection assessment and pre‑employment drug screen.