Executive Assistant

1 week ago

Troy, Michigan, United States SMOKERS OUTLET MANAGEMENT INC Full time $60,000 - $90,000 per year

Job Summary

The Administrative Assistant to the Executive Team provides high-level administrative support to multiple members of the executive leadership in a fast-paced retail environment. This position is responsible for managing calendars, coordinating meetings and travel, preparing executive-level communications, and serving as a central point of contact between the executive team and internal/external stakeholders. The ideal candidate is professional, detail-oriented, and thrives in a dynamic, high-volume environment where discretion and proactive support are key.

Key Responsibilities

  •  Provide direct administrative support to CEO, including calendar and schedule management
  •  Arrange complex travel itineraries, including transportation, lodging, and agenda coordination for executive store visits, business meetings, or family trips
  •  Prepare, format, and distribute internal communications, presentations, and executive reports
  •  Serve as liaison between executive leaders and internal departments, store leadership, vendors, and partners
  • Screen calls, take notes in meetings 
  •  Organize and coordinate leadership meetings, board meetings, and other key events
  •  Track follow-up items from meetings and ensure timely completion of action items
  •  Prepare agendas, presentations, and briefing materials
  •  Handle sensitive and confidential information with the utmost discretion and professionalism
  •  Assist with executive-level project coordination and retail initiatives as needed
  • Maintain organized systems for document retention, contact lists, meeting notes, and internal communication archives
  • Coordinate lunches as needed (and clean-up
  • Personal errands (appointments, gifts, or family coordination
  • Oversee household or personal matters as needed (bills, cleaners etc.)

Requirements

  •  Associate's or Bachelor's degree in Business Administration, Communications, or related field preferred
  •  4+ years of administrative experience supporting senior or executive leadership, ideally in a retail or multi-unit business environment
  •  Excellent written and verbal communication skills
  •  High level of professionalism and interpersonal skills, with the ability to build relationships across all levels of the organization
  •  Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); familiarity with collaboration tools such as Teams, Zoom, or Slack
  •  Exceptional organizational and time-management skills; ability to prioritize and handle multiple tasks simultaneously
  •  Strong attention to detail and a proactive, problem-solving mindset
  •  Experience handling confidential information and supporting high-level decision-makers
  •  Flexibility to support after-hours or weekend work during critical retail seasons or company events

Work Environment & Physical Requirements

  • Office-based role with occasional travel or visits to retail locations as needed
  • Extended periods of computer use and sitting
  • May occasionally require flexible hours to support executive schedules

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