Executive Assistant

This is a high-caliber Executive Assistant role for a professional operating at the top of their field.

The Executive Assistant to the President will serve as a trusted extension of the President, responsible for executive enablement, time optimization, decision support, and high-impact execution across travel, scheduling, hospitality, office experience, and client engagement.

This role is designed to replace a significant portion of the time and energy the President currently spends on logistics, coordination, planning, and execution — while maintaining quality at a minimum and ideally enhancing the President’s vision, output, and impact.

The Executive Assistant will have exceptional exposure to the President, clients, prospects, partners, vendors, and internal leaders. As a result, this role requires absolute trust, discretion, sound judgment, and the ability to operate independently without constant direction.

This is not a reactive or task-based role. Success requires anticipation, ownership, decisiveness, and the confidence to act on behalf of the President.

Key Responsibilities:

Executive Enablement & Time Optimization

• Own and manage the President’s calendar with precision and strategic intent.
• Proactively prioritize meetings and commitments based on business impact.
• Serve as the primary gatekeeper for the President’s time.
• Anticipate needs, identify conflicts, and resolve scheduling challenges independently.
• Prepare the President for meetings, travel, and key interactions.
• Execute high-priority administrative and operational tasks without requiring oversight.

Travel, Logistics & Executive Operations

• Design, book, and manage complex domestic travel itineraries aligned with business priorities.
• Anticipate travel disruptions and proactively build contingency plans.
• Travel with, or ahead of, colleagues when necessary to ensure flawless setup and execution.
• Manage travel arrangements for other employees attending client or company events.
• Maintain vendor relationships and manage the supplier’s performance for travel, transportation, lodging, and logistics.

Client, Prospect & Partner Hospitality

• Curate exceptional in-person experiences for clients, prospects, referral partners, and executives tailored to the audience.
• Proactively identify opportunities to engage clients and partners in cities where the team is traveling.
• Plan and execute hospitality experiences ranging from intimate 1:1 meetings to large-scale events.
• Select venues, restaurants, and experiences that align with brand standards and audience preferences.
• Purchase and manage thoughtful, on-brand client and prospect gifts.
• Communicate directly with clients, prospects, and partners on behalf of the President when appropriate. This includes communication with meeting or event attendees to coordinate visits and identify the overall most appropriate timing for each meeting.

Events & Experiences

• Plan and execute company-sponsored events, including:
  • Client hospitality events
  • Product launches
  • Internal gatherings
  • Leadership and partner meetings
• Oversee event logistics, timelines, vendors, and on-site execution.
• Ensure events reflect the company’s standards for professionalism, warmth, and excellence.

Office Experience & Workplace Operations

• Own the Chapel Hill office environment and visitor experience, ensuring visitors have a pleasant experience at the office and during their stay in the Chapel Hill area.
• Ensure the office is welcoming, polished, and conducive to collaboration.
• Maintain strong relationships with building staff and facilities vendors.
• Coordinate food, beverages, and setup for day-to-day offerings, on-site meetings, and special events.
• Enforce security and visitor protocols (e.g., visitor logs) while maintaining a hospitable atmosphere.

Vendor Management & Administrative Oversight

• Manage relationships and performance for relevant vendors and suppliers.
• Coordinate with corporate attorneys and CPAs to ensure compliance and timely filings (e.g., tax filings, Secretary of State filings, audits).
• Pay vendor bills and approve expense reports within established authority.
• Maintain confidentiality and discretion across all executive and business matters.

Exposure, Trust & Autonomy

This role operates with significant visibility and authority. The Executive Assistant will:

• Interact directly with senior clients, prospects, partners, and vendors.
• Represent the President and the company in high-stakes settings.
• Be trusted to make decisions independently within defined parameters.
• Have access to sensitive business, financial, and personnel information.

As a result, integrity, discretion, judgment, and reliability are non-negotiable.

This is a multi-generational, family-owned business operating in the software industry. While the company has grown and evolved significantly over time, it remains deeply grounded in the values, relationships, and long-term perspective that come with family ownership.

The organization blends high professional standards with a strong sense of care, pride, and personal responsibility. Decisions are made thoughtfully, relationships matter, and reputation is taken seriously, both internally and externally. 

As a family-owned business, we value:

• Long-term thinking over short-term wins
• Loyalty, accountability, and discretion
• Respect across generations, roles, and perspectives
• A warm, welcoming, and relationship-driven environment
• High standards paired with genuine care for people

This environment is well-suited for someone who appreciates stability, trust, and influence, and who takes pride in supporting leadership in a way that is both professional and deeply human.

Cultural Fit

This role is best suited for an Executive Assistant who:

• Is comfortable working closely with senior leadership in a family-owned business
• Understands the nuance, discretion, and diplomacy required in multi-generational environments
• Can adapt their communication style to different audiences and generations
• Values relationships, loyalty, and long-term impact
• Is confident, steady, and grounded, not transactional or purely task-driven

Required Experience and Qualifications:

• Minimum 2+ years of experience supporting a senior executive (President, CEO, Founder, or equivalent).
• Demonstrated ability to operate independently with minimal direction.
• Excellent analytical and problem-solving skills. 
• Exceptional organizational, prioritization, and time-management skills. 
• Strong attention to detail.
• Strong executive presence and professional judgment.
• Excellent written and verbal communication skills.
• Proven experience managing complex travel, scheduling, and logistics.
• Comfort acting as a gatekeeper and decision-maker on behalf of an executive.
• High level of discretion with confidential information.
• Proficiency with Microsoft Office Suite and related productivity tools.
• Valid driver’s license.

Preferred (but not required)

• Experience in hospitality, events, executive operations, or client-facing roles.
• Experience supporting a fast-paced, growth-oriented organization.
• Certified Administrative Professional (CAP) or Certified Executive Assistant (CEA).
• Fluency in Spanish or French.

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift up to 45 pounds at times.
• Must be able to stand for extended periods of time.

Working Style & Expectations:

• Primarily onsite role in Chapel Hill, NC (not a temporary requirement).
• Flexibility to support early mornings, evenings, and occasional weekends during events or travel.
• Willingness to adapt to fluctuating workloads tied to business cycles.
• Comfort managing periods of high intensity with professionalism and composure.

Measures of Success:

• The President’s time is optimized, protected, and focused on the highest-value priorities.
• Travel, meetings, and events run smoothly with minimal disruption.
• Clients, partners, and visitors consistently experience a high standard of hospitality.
• The office environment reflects professionalism, warmth, and attention to detail.
• The Executive Assistant reduces the President’s operational burden while enhancing overall impact.

Compensation, Relocation & Other Benefits:

The anticipated starting salary range for this role is $90,000 – $115,000 annually, depending on experience, skill set, and demonstrated ability to operate at a high level of independence and impact. Compensation will be aligned with the scope, seniority, and trust required for this role.

A relocation package will be offered for the successful candidate if they are not currently residing within 50 miles of the Chapel Hill, NC area.

Additional Benefits

• Generous paid time off
• Paid holidays
• 401(k) with company match
• Medical, Life, and Disability Insurance
• Home Office Reimbursement 

EEO Statement:

Company is an Equal Opportunity Employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, disability, military status, or national origin, or any other characteristic protected under applicable federal, state, or local law.

This job description is provided to outline what is expected of the employee in this role during their employment, and is not to be construed as an employment contract or guarantee of continued employment. This job description is not intended to be all-inclusive of the responsibilities, duties, and activities of the position; it is subject to change.