Executive Assistant

CubX Inc. is a fast-growing managed service provider delivering modern, secure IT solutions and technology services to business clients nationwide. As Executive Assistant to the CEO, you will serve as a strategic partner, ensuring priorities are aligned and execution stays on track in a dynamic, entrepreneurial environment. This role is pivotal in supporting the CEO across business and personal matters, acting as a bridge between leadership, staff, clients, and partners.

The ideal candidate is highly proactive, emotionally intelligent, exceptionally organized, and thrives in high-pressure environments where priorities shift quickly. This role requires someone who can anticipate needs before they are communicated, create order in fast-moving situations, and operate with a high level of discretion, professionalism, and ownership.

You will become an extension of the CEO — protecting time, driving follow-through, helping maintain organizational alignment, and ensuring execution stays on track across the company. The right person for this role is resourceful, calm under pressure, and naturally takes initiative without waiting to be directed.

Key responsibilities include

Act as the CEO’s right hand to align priorities and drive execution across all business and personal matters

• Proactively anticipate needs, solve problems, and manage day-to-day workflow
• Protect and manage the CEO’s calendar, triage issues, and filter distractions

Act as the operational gatekeeper for the CEO by protecting priorities, identifying distractions, and ensuring focus remains on high-impact initiatives

Recognize issues, bottlenecks, or interpersonal dynamics early and proactively help drive resolution

Maintain awareness of key company initiatives, leadership priorities, and organizational developments to ensure alignment and follow-through

Coordinate complex domestic and international travel, itineraries, and logistics for meetings, events, and VIP client experiences

Prepare briefing packets, agendas, talking points, and background research for executive meetings

Attend meetings, take notes, capture action items, produce summaries, and ensure follow-through and accountability across teams

Drive accountability by following up with leadership and department heads to ensure commitments and action items are completed

Manage inbound communications and draft responses, presentations, and internal communications on behalf of the CEO

Serve as liaison between the CEO, staff, clients, vendors, and partners

Handle sensitive and confidential conversations, situations, and information with maturity and sound judgment

Support office coordination, including supplies, deliveries, vendors/maintenance, conference rooms, team lunches, and internal events

Assist with onboarding logistics in collaboration with HR and IT

Help maintain a polished, professional, and high-performing office environment that reflects company culture and leadership standards

Maintain confidentiality, manage expense reports and vendor relationships, and support special projects

Create systems and processes to improve executive efficiency and track priorities and deadlines across departments

Assist with executive recruiting, interview coordination, and leadership reporting

Step into ambiguous situations, identify what needs to be done, and take ownership without requiring detailed instruction

Required Qualifications

4+ years of Executive Assistant experience supporting senior leadership, including 2+ years directly supporting a CEO, founder, or C-suite executive

Proficiency with Microsoft 365 (Outlook/Calendar, Word, Excel, PowerPoint, Teams) and experience using AI tools to enhance administrative productivity

• Experience managing complex executive calendars across multiple priorities
• Experience working in fast-paced, high-growth, or entrepreneurial environments
• Ability to anticipate needs and proactively solve problems with minimal direction

Experience acting as a liaison between an executive and internal teams as well as external parties (clients, vendors, partners)

Experience preparing executive-facing materials such as briefing packets, agendas, talking points, and background research

Exceptional organizational skills with the ability to manage multiple competing priorities without dropping details

• Proven ability to maintain composure, professionalism, and sound judgment under pressure
• Strong sense of ownership, accountability, and follow-through
• High level of discretion and ability to handle confidential information with integrity

Ability to read situations and people well, exercise strong professional judgment, and communicate effectively across all levels of an organization

• Naturally proactive with a “figure it out” mentality and minimal need for oversight
• Comfortable operating in environments where priorities shift rapidly throughout the day

Strong emotional intelligence, professional judgment, and outstanding written and verbal communication skills

The ideal candidate can confidently interact with executives, clients, vendors, and staff while maintaining professionalism, warmth, and authority

Fluent English

Authorized to work in the United States

Available for after-hours work as needed

Able to reliably commute to Lakewood, NJ for this on-site role

We are looking for someone who becomes indispensable — a highly trusted partner who creates leverage for leadership and helps keep the organization operating at a high level

Preferred Qualifications

Experience coordinating complex domestic and international travel itineraries for a senior executive or CEO

Experience supporting executive recruiting, interview coordination, and leadership reporting

Background in office coordination, including supplies, vendors, conference rooms, and team events

Experience with onboarding logistics in collaboration with HR and IT

Experience supporting special projects and creating systems/processes to improve executive efficiency

Ability to manage expense reports, vendor relationships, and operational follow-through with strong attention to detail

Experience in fast-paced, high-growth, entrepreneurial, or managed services environments

Experience in information technology, professional services, or managed services industries

Ability to anticipate executive needs, prioritize effectively, and operate with a high degree of autonomy

Demonstrated ability to handle sensitive situations and confidential information with discretion and professionalism

Strong executive presence and the ability to interact confidently with leadership, clients, vendors, and staff

Proven ability to remain organized and composed while managing multiple competing priorities in high-pressure environments

Ability to travel occasionally on an ad hoc basis to accompany the CEO

We value individuals who take ownership, solve problems proactively, and naturally become trusted partners to leadership

Competitive salary of $65,000–$90,000 (DOE)

• Paid time off and company holidays
• Health, dental, and vision insurance options
• 401(k) retirement plan with company match
• On-site gym for employee wellness
• Modern, collaborative office environment
• Ongoing training and professional development
• Opportunity to work with cutting-edge technology
• Team events and employee appreciation initiatives
• Strong company culture focused on innovation and teamwork