Executive Assistant to the CEO, COO & HR

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

Executive Assistant to the CEO, COO & HR

Reports To: CEO (with dotted-line support to COO and HR leadership)

FLSA Status: Exempt

Position Summary

Provide high-level administrative and operational support to the Chief Executive Officer, Chief Operating Officer, and Human Resources leadership. This role manages complex calendars, coordinates priorities across the executive team, prepares materials for board meetings and presentations, handles confidential information, and supports multi-location operations. The position requires strong judgment, discretion, excellent written communication skills, and the ability to anticipate needs across leadership and HR functions.

Essential Duties and 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.

Qualifications

Required

• 5+ years of progressive administrative or executive support experience, preferably supporting C-suite or senior leadership.
• Demonstrated experience handling confidential and sensitive information with discretion.
• Strong organizational skills with the ability 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.
• Ability to work independently, exercise sound judgment, and maintain composure under pressure.
• High degree of professionalism, reliability, and emotional intelligence.

Preferred

• Experience supporting both operational executives and HR functions.
• Prior involvement in board meeting preparation or board materials.
• Familiarity with multi-location or multi-entity business environments.
• Experience coordinating travel arrangements for senior leaders.
• Associate or bachelor’s degree, or equivalent combination of education and experience.
• Discretion and integrity
• Anticipatory support and proactive problem-solving
• Strong prioritization and time management
• Cross-functional collaboration
• Attention to detail and accuracy
• Clear, professional written communication
• Calm, professional presence under pressure

Working Conditions

Full-time position. Occasional early mornings or evenings may be required to meet executive and board demands. Must be able to handle confidential information in a secure and professional manner.