Executive Assistant

Columbus Sign Company is seeking a highly organized, proactive, and dependable Executive Assistant to work directly with the President and help manage the fast-moving day-to-day demands of the business.

This is not simply a calendar-management or administrative position. We are looking for someone who can become a trusted extension of the President, someone who learns how he works, anticipates what needs to happen next, keeps priorities moving, follows up with people, and makes sure important details don’t fall through the cracks.

The right person will be comfortable working in a fast-paced environment where priorities can change quickly and no two days necessarily look the same.

What You’ll Do

You will help manage and organize the President’s day, including scheduling meetings, managing the calendar, coordinating appointments, preparing for meetings, tracking follow-ups, and helping prioritize what needs attention.

You’ll also help keep projects and commitments moving by following up internally and externally, organizing information, preparing correspondence and documents, coordinating travel and events, and making sure deadlines and action items are not forgotten.

Responsibilities may include:

• Manage calendars, meetings, appointments and scheduling.
• Maintain and prioritize daily and weekly task lists.
• Track commitments, deadlines and follow-up items.
• Prepare and organize information before meetings.
• Draft and proofread emails, correspondence and documents.
• Coordinate travel, reservations, meetings and events.
• Communicate with employees, customers, vendors and partners on behalf of the President when appropriate.
• Follow up with team members on outstanding items and project needs.
• Organize files, notes, contacts and important information.
• Assist with social media coordination and other company initiatives.
• Help coordinate company events, customer meetings and special projects.
• Handle occasional personal scheduling or administrative tasks when necessary.
• Identify problems or missing information before they become problems .
• Take ownership of miscellaneous projects and see them through to completion.

Who We’re Looking For

The ideal person is extremely organized but also highly adaptable.

You should be someone who sees something that needs to be done and takes care of it rather than waiting to be asked. You should be comfortable asking questions when necessary, but over time we expect you to learn the President’s priorities and preferences well enough to anticipate many needs independently.

You should be proactive, organized, persistent, resourceful, adaptable, confident, discreet and comfortable with technology.

You naturally think one or two steps ahead. If someone owes an answer, document or decision, you follow through until it’s resolved. When you don’t know something, your first instinct is to figure it out.

You’ll interact with executives, customers, employees and vendors, so strong communication skills and good judgment are essential. You’ll also have access to confidential business and personal information, making discretion and trust extremely important.

This Probably Isn’t the Job for You If…

This role likely won’t be a good fit if you:

• Need every task clearly assigned before taking action.
• Prefer a highly predictable day with the same routine every day.
• Are uncomfortable following up with people—sometimes more than once—to get an answer.
• Tend to wait for direction when you see something that needs attention.
• Become overwhelmed when several priorities are moving at the same time.
• Have difficulty adjusting when priorities or schedules change.
• Are uncomfortable taking ownership and making reasonable decisions independently.
• Regularly need reminders to complete tasks or follow up.
• See your responsibility as simply completing assigned tasks rather than helping make sure the overall objective gets accomplished .

We’re looking for someone who doesn’t just say, “I did my part.” We’re looking for someone who asks, “Is this actually handled?”

What Success Looks Like

After several months in this position, the President should spend less time remembering, organizing, scheduling and chasing things—and more time focused on the areas where his attention is most valuable.

You know what’s coming up before he asks.

You know which items still need answers.

You make sure meetings have the necessary information before…