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Executive Assistant

2 weeks ago

Eagle, ID, United States RecorGroup LLC Full time

Executive Assistant

REPORTS TO: Integrator (In support of total leadership team)

DEPARTMENT: Administration

DATE: September 15, 2025

FLSA CLASSIFICATION: Exempt

Employee Philosophy

At RecorGroup, every team member treats the business as their own. We take responsibility for our work, learn and grow continuously, and foster a culture of collaboration, innovation, and integrity. Our goal is to create an environment where people thrive, maintain balance, and feel deeply fulfilled in their careers and feel safe to bring their whole selves to work each day.

Position Overview

The Executive Assistant (EA) is a force multiplier for RecorGroup's Leadership Team. This individual ensures that executives can focus on high-value activities by managing systems, streamlining processes, and providing seamless operational support.

The EA is proactive, detail-oriented, and an excellent communicator. They anticipate needs, build strong relationships across the company, and act as a trusted partner who helps maintain clarity, accountability, and momentum at the highest level of the business.

Key Responsibilities:

1. Leadership Support & Coordination

  • Manage and optimize executive calendars, ensuring priorities align with strategic goals.
  • Coordinate leadership team meetings: prepare agendas, materials, technology, and logistics.
  • Capture meeting notes, assign follow-ups, and track action items through to completion.
  • Support CEO and LT with strategic communications (emails, reports, presentations).
2. Project & Process Management
  • Track and monitor leadership priorities, ensuring accountability across departments.
  • Partner with Operations and Analytics to prepare dashboards, reports, and insights for decision-making.
  • Implement and improve systems that reduce friction and increase LT productivity.
3. Communication Hub
  • Serve as liaison between the LT and internal/external stakeholders.
  • Draft, proof, and coordinate executive communications to ensure messaging aligns with company values and goals.
  • Manage confidential and sensitive information with absolute discretion.
4. Administrative Excellence
  • Manage inboxes with urgency and judgment, prioritizing what requires executive attention.
  • Coordinate complex domestic and international travel itineraries, with cost-effectiveness and efficiency in mind.
  • Organize client appreciation initiatives, birthdays, and recognition moments to strengthen company culture.
  • Support occasional personal tasks that increase executive efficiency.
5. Culture & Values Stewardship
  • Champion RecorGroup's core values: People First, Passion to Win, Whatever It Takes Mentality, Continuous Improvement, Do What You Say You Do
  • Act as a culture ambassador by organizing team-building activities, recognition programs, and events that foster connection.
6. Technology & Tools
  • Confidently use Teams, Outlook, PowerPoint, SharePoint/BOX.
  • Comfort with CRM systems and project management platforms
  • Ability to learn new systems and drive adoption across leadership workflows.
Qualifications
  • 2+ years of experience as an Executive Assistant supporting senior executives in a fast-paced environment.
  • Proven ability to manage multiple priorities with discretion, judgment, and efficiency.
  • Strong written and verbal communication skills, with the ability to represent leadership professionally.
  • High emotional intelligence and relationship-building skills.
  • Experience with project management and process improvement preferred.
  • Bachelor's degree or equivalent experience.
Success in This Role Looks Like
  • Leadership Team time and energy is focused on strategic work, not administrative tasks.
  • Priorities and follow-ups are clear, tracked, and completed.
  • Communication flows seamlessly between executives, employees, and external partners.
  • Office culture is strengthened through intentional events and recognition.
  • The EA grows into a strategic partner who can anticipate needs and help shape executive effectiveness.


Career Growth

This role is designed for someone who wants to grow with RecorGroup. High performers will have the opportunity to expand into potential Chief of Staff-level responsibilities, gaining exposure to executive decision-making, cross-functional leadership, and strategic projects.