The Executive Administrative Assistant serves as a trusted partner to the President. This role provides high-level administrative, organizational, and strategic support to ensure the President operates efficiently, stays focused on top priorities, and is fully prepared to lead the business.
This individual must exercise sound judgment, maintain the highest level of confidentiality, anticipate needs before they arise, and create order in a fast-paced, high-responsibility environment. The ideal candidate is proactive, detail-oriented, technologically advanced, and thrives in a role where excellence and discretion are expected daily.
Essential Duties and Responsibilities:
Executive Support & Foresight-
· Serve as a strategic gatekeeper and trusted partner to the President.
· Anticipate needs, identify potential conflicts, and proactively resolve scheduling or operational issues before they arise.
· Prepare the President for meetings by organizing agendas, briefing documents, reports, and background materials.
· Track follow-ups, action items, and key priorities to ensure accountability and execution.
· Maintain strict confidentiality regarding company strategy, financials, personnel matters, and leadership discussions.
Calendar & Time Management-
· Own and manage a complex, ever-changing executive calendar.
· Prioritize meeting requests in alignment with company goals and EOS structure.
· Coordinate internal leadership meetings, Level 10 meetings, quarterly sessions, and strategic planning events.
· Ensure proper buffer time, travel time, and preparation time are built into schedules.
Communication & Coordination-
· Act as a professional liaison between the President and department heads, employees, partners, and external stakeholders.
· Draft, edit, and proofread professional communications on behalf of the President.
· Ensure follow-through on executive directives and maintain organized documentation of key communications.
Travel & Logistics-
· Coordinate all travel arrangements including flights, lodging, transportation, and itineraries.
· Prepare detailed travel agendas with meeting times, addresses, confirmations, and contingency plans.
· Manage expense reporting and reconciliation accurately and timely.
Reporting & Advanced Excel Work-
· Create and maintain executive-level reports, dashboards, and tracking tools.
· Utilize advanced Excel formulas (e.g., VLOOKUP/XLOOKUP, pivot tables, IF statements, nested formulas, data analysis tools) to analyze and present operational and financial data.
· Assist in preparing board-level or strategic financial and operational summaries.
Organization & Documentation-
· Maintain highly organized digital and physical filing systems.
· Develop systems and processes that improve executive efficiency and reduce administrative friction.
· Safeguard sensitive records and ensure proper document control.
Project & Initiative Support-
· Assist with cross-departmental projects as directed by the President.
· Help coordinate leadership events, offsite meetings, and company-wide initiatives.
· Support special projects requiring discretion, research, and structured execution.
Qualifications and Skills:
· Demonstrated experience supporting a senior executive (President, CEO, or business owner preferred).
· Exceptional organizational and time management skills with the ability to anticipate needs.
· Advanced proficiency in Microsoft Office, especially Excel (advanced formulas, pivot tables, and reporting required).
· Strong listening, writing, and verbal communication skills.
· High level of discretion and ability to handle confidential information with integrity.
· Ability to think critically, solve problems independently, and make sound decisions.
· Detail-oriented with a focus on accuracy and quality.
· Strong sense of ownership and follow-through.
· Ability to manage multiple activities simultaneously in a fast-paced environment.
· Highly proficient in navigating among multiple systems and platforms simultaneously.
· A commitment to delivering exceptional internal customer service.
· Alignment with ConEquip’s core values: Character, Integrity, Wisdom, Diligence, and Humility & Grace.
Education and Experience:
· 5+ years of executive-level administrative support experience required.
· Experience supporting a business leader with multiple direct reports is preferred.
· Degree in business administration, management, or related field (preferred).
· An equivalent combination of education, experience, or training may be considered.
Why ConEquip?
Founded in 2008, ConEquip Parts has become a leader in the heavy construction parts industry by blending grit with high standards. Our mission—“A World of Parts with a Personal Touch”—extends to our team culture, where results are rewarded, growth is encouraged, and autonomy is respected.
We were named a Best Place to Work in WNY because we’re serious about employee development, mutual accountability, and shared success!
Apply today if you’re ready to turn your drive into income and your ambition into career growth!
Upload your resume on LinkedIn or send it to Careers@conequip.com.