Executive Assistant

Position Summary:

The Executive Assistant to the President serves as a key operational partner and force multiplier, providing high-level administrative, organizational, and project-tracking support across the executive team. Operating within a dynamic business unit structure, the EA is responsible for optimizing executive time, managing complex calendar and travel logistics, and serving as the primary rhythm-of-business coordinator.

Beyond traditional administrative duties, the successful candidate takes active ownership of tracking strategic initiatives. By attending leadership meetings, building visual action-item dashboards, and proactively following up with department heads—without prompting—the EA ensures strategic priorities and cross-functional commitments stay on schedule.

Key Accountabilities:

1. Initiative Tracking & Accountability: Establish and maintain project dashboards to monitor business unit priorities, action items, and cross-functional deliverables, driving completion autonomously.
2. Executive Time & Logistics Optimization: Proactively manage multi-executive calendars, complex travel schedules, and meeting cadence to align daily activities with core business goals.
3. Executive Meeting Governance & Follow-Up: Own the end-to-end meeting lifecycle—from agenda creation and pre-meeting dossier prep to minute-taking, action logging, and stakeholder accountability.
4. Group Liaison & Confidential Administration: Serve as the seamless administrative bridge between the business unit leadership team, Group-level counterparts, external legal counsel, and internal stakeholders with absolute discretion.

Major Responsibilities:

Strategic Initiative & Action Management

• Establish, update, and manage a centralized Initiative & Action Item Dashboard (e.g., Planner, Monday.com, or Excel) to track cross-functional strategic goals and operational targets.
• Proactively audit pending deliverables with department heads and project owners prior to executive reviews, resolving bottlenecks and securing status updates independently.
• Maintain complete records of key business decisions, executive commitments, and long-term strategic milestones.

Executive Support & Operations

• Proactively manage and optimize the calendar for the President and select executive team members, resolving scheduling conflicts and protecting focus time for strategic priorities.
• Compile and distribute pre-meeting briefing packages, dossiers, agendas, and background materials 24–48 hours in advance of critical engagements.
• Arrange complex domestic and international travel itineraries, including flights, accommodation, ground transport, and site visit schedules.
• Coordinate executive expense reporting, corporate credit card reconciliations, and invoice routing in alignment with authorization limits.

Governance & Group Communication

• Attend executive leadership meetings to record formal minutes, key decisions, and assigned action items with precision.
• Act as the primary administrative point of contact between the business unit and Kingspan Group EAs, ensuring alignment on group-level reporting cadences and events.
• Assist with governance administration, supporting communication with external legal counsel regarding annual filings and corporate director updates.
• Draft, format, and refine high-quality executive correspondence, slide decks for town halls/QBRs, and internal leadership announcements.

Anticipatory Management & Projects

• Anticipate the President’s daily administrative and operational needs, resolving emerging issues before they escalate.
• Support ad-hoc strategic projects, market research formatting, and executive event execution as required.

Qualifications & Education:

• Post-secondary diploma or degree in Business Administration, Executive Administration, Operations, or a related field.
• Experience: 5+ years of experience supporting C-suite executives or senior leadership teams, ideally within manufacturing, building materials, construction, or matrixed corporate environments.
• Advanced proficiency in Microsoft Office 365 (Outlook, Word, Excel, PowerPoint, Teams) and modern task/project management platforms (Planner, Monday.com, Asana, etc.).
• Demonstrated experience driving cross-functional accountability, tracking multi-departmental initiatives, and managing complex travel and schedules autonomously.

Core Competencies:

• Proactive Execution
• Structured Organization
• High Discretion & Judgment