Executive Assistant

Job Summary

Tact Tech Security Solutions is seeking a highly organized, proactive, and strategic Executive Assistant to serve as a trusted partner to the President & CEO. This role provides comprehensive executive-level administrative, operational, and strategic support while ensuring the efficient execution of executive priorities, organizational initiatives, and cross-functional organizational projects.

The Executive Assistant serves as an extension of the President & CEO by managing executive workflows, coordinating high-priority initiatives, maintaining accountability across departments, and protecting executive time.

The ideal candidate demonstrates exceptional professionalism, discretion, initiative, and the ability to anticipate needs in a fast-paced, high-growth environment.

Essential Duties & Responsibilities

Executive Support

• Manage the President & CEO's calendar, schedule, and daily priorities
• Coordinate internal and external meetings, conferences, networking events, and travel arrangements
• Prepare daily agendas, executive briefings, itineraries, and meeting materials
• Screen and prioritize incoming communications, correspondence, and requests
• Draft, proofread, and edit professional emails, letters, reports, presentations, and business documents
• Maintain strict confidentiality regarding sensitive business information
• Anticipate executive needs while proactively identifying opportunities to improve efficiency

Executive Communications

• Serve as the primary point of contact for executive communication
• Coordinate communication between executive leadership, department managers, clients, vendors, government agencies, and business partners
• Prepare executive correspondence and ensure timely follow-up on action items
• Organize and maintain executive files, records, and confidential documentation
• Ensure consistency and professionalism in executive communications

Project & Strategic Initiative Coordination

• Coordinate executive initiatives and strategic projects across multiple departments
• Develop and maintain project timelines, deliverables, and milestones
• Monitor project progress and provide status updates to executive leadership
• Assist with company-wide initiatives, including:
• Technology implementations
• Operational improvement projects
• Marketing initiatives
• Standard Operating Procedure (SOP) development
• Fleet and asset management projects
• Training and organizational development programs
• Identify project risks, obstacles, and opportunities for improved efficiency

Leadership Accountability

• Track executive action items, leadership assignments, and organizational priorities
• Follow up with department leaders regarding outstanding tasks and project deadlines
• Maintain executive accountability dashboards, reports, and accountability tracking systems
• Ensure commitments are completed accurately, on time, and aligned with organizational objectives

Meeting & Event Management

• Coordinate executive meetings, leadership sessions, board meetings, and company events
• Prepare agendas, presentations, meeting packets, and supporting documentation
• Record and distribute meeting minutes and action items
• Monitor follow-up tasks to ensure timely completion

Business Development Support

• Assist with proposals, presentations, contracts, and client communications.
• Maintain prospect databases and business development records
• Coordinate networking opportunities, sponsorships, and community partnerships
• Conduct research on prospective clients, competitors, and market trends
• Support strategic planning initiatives and executive business development efforts

Administrative & Operational Support

• Maintain executive filing systems, organizational records, and document management processes
• Prepare spreadsheets, reports, executive dashboards, and performance metrics
• Coordinate vendor communications and office administrative needs
• Assist with budgeting initiatives, purchasing, and operational projects
• Monitor office supply inventory and executive resources
• Recommend process improvements that enhance organizational efficiency

Human Resources Support

• Coordinate interview scheduling and candidate communications
• Assist with onboarding coordination and employee documentation
• Support executive recruiting initiatives and hiring activities
• Coordinate employee training schedules and leadership development initiatives
• Track licenses, certifications, compliance requirements, and renewal deadlines

Marketing & Executive Brand Support

• Assist with executive presentations and marketing materials
• Coordinate executive speaking engagements, networking events, and community outreach initiatives
• Support company announcements, award nominations, and public relations efforts
• Assist with social media planning, content coordination, and brand initiatives
• Assist with executive social media planning, content coordination, and brand initiatives.

Required Qualifications

• Minimum of three (3) years of experience supporting executives, business owners, or senior leadership
• Exceptional written, verbal, and interpersonal communication skills
• Strong organizational, planning, and time management abilities
• Excellent attention to detail and commitment to accuracy
• Demonstrated ability to manage multiple priorities in a fast-paced environment
• Professional business etiquette and strong relationship-building skills
• Ability to exercise sound judgment while handling confidential information
• Strong analytical, critical thinking, and problem-solving abilities
• Self-motivated with the ability to work independently and proactively
• High level of professionalism, integrity, discretion, and accountability

Technical Skills

Proficiency with:

• Microsoft Office Suite
• Google Workspace
• Microsoft Teams
• Monday.com
• Canva
• Adobe Acrobat
• CRM platforms
• Cloud-based document management systems
• Scheduling software
• AI productivity tools

Experience with ADP Workforce Now, WhenIWork, or similar workforce management software is preferred.

Core Competencies

Successful candidates will demonstrate:

• Exceptional organizational skills
• Professionalism and discretion
• Initiative and accountability
• Executive presence
• Strong written and verbal communication skills
• Adaptability and flexibility
• Critical thinking and sound judgment
• Attention to detail
• Resourcefulness
• Emotional intelligence
• Customer service mindset
• Ability to anticipate executive needs
• Strategic planning and prioritization

Performance Expectations

Within the first 90 days, the Executive Assistant is expected to:

• Successfully manage executive scheduling, communications, and daily priorities
• Establish organized executive workflows and administrative systems
• Implement project tracking and leadership accountability systems
• Coordinate executive follow-up and organizational reporting
• Reduce administrative burden through proactive planning and execution
• Build collaborative working relationships across departments and leadership teams
• Improve operational efficiency through strategic coordination and process improvements

Benefits

Tact Tech Security Solutions offers the following benefits to the Executive Assistant:

• Competitive salary and performance incentives
• 401(k) retirement plan
• Life, accidental death, and dismemberment insurance
• Training and career development opportunities
• Opportunities to shape training, compliance, and operational excellence across the company
• A positive and collaborative work environment
• Uniforms and equipment provided

Physical & Work Requirements

• Office-based role requiring extended periods of sitting and computer use
• Occasional lifting of office supplies or files may be required, up to 20 pounds
• Frequent use of computers, phones, and other office equipment
• Ability to travel locally for meetings, networking events, or company functions as needed
• Ability to perform tasks with attention to detail under time-sensitive conditions
• Ability to perform performance-related work as assigned, consistent with the physical, cognitive, and operational demands of the role

Employment Eligibility

• Candidates must be authorized to work in the United States without sponsorship.
• Employment eligibility verification will be completed as required by law.
• Tact Tech Security Solutions does not offer visa sponsorship for any employment-based visas.

Equal Opportunity Statement

Tact Tech Security Solutions is an Equal Opportunity Employer. We are committed to maintaining a diverse and inclusive workplace and do not discriminate based on any protected status under applicable law.