Executive Administrative Assistant

Overview

SHINE SPECT is seeking an Executive Administrative Assistant to support the smooth day-to-day functioning of SHINE SPECT by providing reliable administrative assistance to the CEO and operational support to the VP of Business Operations. The Executive Administrative Assistant helps ensure leaders are well-prepared, meetings are organized, expenses and logistics are handled accurately, and the broader office runs efficiently and professionally. This role manages core administrative tasks and office coordination to allow leadership to remain focused on business priorities while ensuring expectations, schedules, and information are well organized and dependable.

The base salary range for this position is $95,000-$110,000 per year plus a comprehensive compensation package.

• CEO Administrative Support – Provides direct administrative support to the CEO, with a primary focus on organization, preparation, and follow-through.
• Key Responsibilities:
  • Manage and maintain the CEO’s calendar, including scheduling meetings, coordinating availability, and adjusting schedules as priorities shift.
  • Schedule internal and external meetings, ensuring appropriate participants, locations, and technology are arranged.
  • Prepare meeting materials in advance, including agendas, documents, and relevant background information.
  • Help the CEO stay on track throughout the day by monitoring schedules, flagging upcoming commitments, and assisting with transitions between meetings.
  • Coordinate travel logistics as needed, including itineraries and supporting documentation.
  • Manage and submit expense reports accurately and on time in accordance with company policies.
• Expectations:
  • The CEO’s calendar is organized, accurate, and reflects current priorities.
  • Meetings are scheduled efficiently and supported with the necessary information.
  • Expense reports are completed correctly and submitted on time.
  • Day-to-day administrative needs are handled proactively and reliably.
• Meeting Coordination and Preparation – Supports effective meetings by handling logistics and preparation rather than facilitation or decision ownership.
  • Coordinate meeting logistics such as room reservations, virtual meeting links, and materials distribution.
  • Ensure required documents and information are prepared and shared ahead of meetings.
  • Take meeting notes or capture action items when requested.
  • Assist with basic follow-up, such as distributing notes or reminders.
• Expectations:
  • Meetings start on time and are well-organized.
  • Leaders and participants have the information they need to be prepared.
  • Follow-up items are communicated clearly when assigned.
• Support for VP of Business Operations & Office Management – Provides administrative and organizational support to the VP of Business Operations and helps support the business.
  • Assist the VP of Business Operations with scheduling, meeting coordination, and administrative tasks.
  • Support general office management activities, including shared calendars, office logistics, and coordination of site activities.
  • Help maintain organized records, documents, and files related to business operations.
  • Assist with coordination for site events, visitors, and internal meetings as needed.
  • Serve as a point of contact for general administrative questions or needs across the office.
• Communication, Organization, and Confidentiality – Maintains professionalism, accuracy, and discretion in all administrative activities.
  • Draft and format basic communications such as emails, calendars, and internal documents.
  • Maintain organized electronic files and shared resources.
  • Handle confidential information with care and professionalism.
  • Communicate clearly and respectfully with executives, employees, and external contacts.

• Core Requirements
• 3+ years of experience in an administrative assistant, executive assistant, or office manager role.
• Experience supporting senior leaders with scheduling, expenses, and meeting coordination.
• Strong organizational skills and attention to detail.
• Professional written and verbal communication skills are important.
• Proficiency with Microsoft 365 (Outlook, Word, Excel, Teams).
• Ability to manage multiple tasks…