Executive Administrative Assistant

Company Overview:

Lighting has a transformative effect on a space when designed and executed correctly, the team at LightStyle passionately share that philosophy. We work with premium manufacturers to distribute lighting to construction projects nationwide. We are specialists in architectural lighting, delivering complex and custom fixture and controls packages. Our focus is premium residential, commercial and hospitality projects. With exciting work on the horizon, we are looking to grow our team.

Position Overview:

The Executive Assistant to the President serves as a trusted business partner to the owner and president of the company, providing high-level administrative, organizational, and operational support in a fast-paced, growing business environment. This role is responsible for managing a complex and demanding schedule, coordinating communications, prioritizing competing demands, and ensuring critical business initiatives move forward efficiently.

The ideal candidate is a highly organized, proactive professional with exceptional judgment, strong business acumen, and the ability to anticipate needs before they arise. This individual will serve as a key point of coordination between internal teams, customers, vendors, and business partners while maintaining confidentiality and professionalism at all times. This position offers significant opportunity for growth and expanded responsibilities across business operations, project coordination, process improvement, and leadership support.

Key Responsibilities:

• Manage and maintain the President’s highly active and complex calendar, meetings, travel arrangements, and daily priorities.
• Monitor, organize, and proactively manage a high volume of email communications, ensuring timely responses, follow-up, and escalation of critical items.
• Serve as a primary point of contact for internal staff, customers, vendors, manufacturers, consultants, and business partners.
• Coordinate meetings, prepare agendas, document action items, and ensure timely completion of commitments and follow-up activities.
• Anticipate issues, identify priorities, and proactively remove obstacles that may impact business objectives.
• Support customer and vendor communications while maintaining a professional and responsive experience.
• Track business opportunities, projects, action items, and strategic initiatives to ensure momentum and accountability.
• Prepare reports, presentations, correspondence, and business documents on behalf of the President.
• Coordinate cross-functional communication between departments and help ensure alignment on key initiatives.
• Maintain organized records, contacts, and business information with exceptional attention to detail and accuracy.
• Assist with special projects, operational initiatives, and executive-level tasks as assigned.
• Handle confidential business, financial, personnel, and customer information with discretion and professionalism.
• Help streamline workflows, improve processes, and increase executive effectiveness across the organization.
• Act as a trusted extension of the President, supporting day-to-day business operations and ensuring priorities are executed efficiently.

Requirements & Qualifications:

• Minimum 5+ years of experience supporting a CEO, President, Founder, Owner, or other senior executive in a high-demand business environment.
• Proven track record of success in an Executive Assistant, Executive Coordinator, Chief of Staff support, or similar role.
• Exceptional organizational, time management, and prioritization skills.
• Strong email management capabilities and experience handling executive communications on behalf of leadership.
• Outstanding written and verbal communication skills.
• Demonstrated ability to manage multiple priorities simultaneously while maintaining accuracy and attention to detail.
• Strong business judgment and problem-solving skills with the ability to work independently.
• Ability to anticipate needs, take initiative, and drive tasks to completion with minimal supervision.
• Excellent follow-through and strong recall of conversations, commitments, deadlines, and ongoing projects.
• Experience coordinating with customers, vendors, consultants, and internal teams.
• Advanced proficiency with Microsoft Outlook, Microsoft Office, Teams, and business software applications.
• High degree of professionalism, confidentiality, and discretion.
• Comfortable working in a dynamic entre…