Executive Assistant to C‑Suite & HR – Board Prep & Operations

Modern Ice Equipment & Supply; Cincinnati (OH); On-site; USD 65,000 - 95,000; Full time

Job summary

Modern Ice Equipment & Supply is seeking an Executive Assistant to provide high-level administrative and operational support to the CEO, COO, and HR leadership. You will manage calendars, coordinate priorities, prepare board materials and presentations, handle confidential information, and support multi-location operations.

The role requires strong judgment, discretion, and excellent written communication, with the ability to anticipate needs across leadership and HR functions.

Qualifications

• 5+ years of progressive administrative or executive support experience, preferably supporting C-suite or senior leadership.
• Discretion with confidential and sensitive information.
• Strong organizational skills to manage multiple priorities and shifting deadlines.
• Excellent written and verbal communication skills, including the ability to prepare polished presentation materials.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and virtual meeting platforms.

Responsibilities

• Manage complex calendars, scheduling, and prioritization for the CEO and COO, including internal meetings, external appointments, and board-related activities.
• Coordinate travel arrangements and related logistics for the executive team.
• Prepare meeting agendas, briefing materials, presentations, and follow-up action items.
• Assist with the preparation of board materials, presentations, and supporting documentation.
• Coordinate logistics and follow-up related to board meetings and leadership sessions.
• Track action items and deliverables arising from board and executive discussions.
• Screen and prioritize communications, correspondence, and requests directed to the CEO and COO.
• Serve as a central point of contact between the executive team, department leaders, and external partners across multiple locations.
• Track and follow up on key initiatives, deadlines, and action items originating from the CEO and COO.
• Provide administrative support to HR leadership on confidential matters, including recruitment logistics, onboarding coordination, employee relations documentation, and benefits-related communications as directed.
• Assist with scheduling interviews, candidate coordination, and related logistics.
• Help maintain organized personnel-related files and support compliance documentation under HR direction.
• Coordinate internal communications, all-hands meetings, and culture or recognition activities as requested by HR or executive leadership.
• Maintain organized digital and physical filing systems for executive, board, and HR materials.
• Prepare correspondence, reports, and presentations with high attention to detail and professionalism.
• Handle all sensitive business, financial, personnel, and strategic information with strict confidentiality.

Skills

Executive support

Calendar management

Confidential handling

Communication skills

Multi-location coordination

Education

Bachelor's degree or equivalent

Tools

Microsoft Office Suite

Job description

Modern Ice Equipment & Supply is seeking an Executive Assistant to provide high-level administrative and operational support to the CEO, COO, and HR leadership. You will manage calendars, coordinate priorities, prepare board materials and presentations, handle confidential information, and support multi-location operations.

The role requires strong judgment, discretion, and excellent written communication, with the ability to anticipate needs across leadership and HR functions.