Executive Assistant

NextGen Security LLC 

Executive Assistant 

About the Job 

What we’re looking for: 

We are in search of a self-motivated individual to join our fast-growing and dynamic team.   

What you’ll be doing: 

The Executive Assistant provides high-level administrative and strategic support to executive leadership. This position serves as a trusted business partner, managing executive calendars, coordinating meetings and travel, handling confidential information, preparing communications and presentations, and ensuring the efficient operation of executive office activities. The Executive Assistant plays a critical role in enabling leaders to focus on strategic priorities while maintaining exceptional organizational effectiveness and professionalism. This person will report directly to the Sr VP of Human Resources. Specific duties include: 

Executive Support 

• Manage complex executive calendars, schedules, and appointments. 

• Coordinate internal and external meetings, including agendas, materials, logistics, and follow-up actions. 

• Screen, prioritize, and respond to communications on behalf of executives as appropriate, particularly with PE partner.  

• Prepare correspondence, reports, presentations, and meeting materials. 

• Anticipate executive needs and proactively resolve scheduling or administrative challenges. 

Meeting & Project Coordination 

• Schedule and coordinate leadership meetings and board meetings. 

• Take meeting notes and distribute action items and follow-up communications. 

• Assist with special initiatives and strategic projects as assigned. 

• Coordinate cross-functional activities to ensure timely completion of executive priorities. 

Travel & Expense Management 

• Arrange domestic travel, including flights, hotels, transportation, and itineraries. 

• Prepare detailed travel schedules and supporting documentation. 

• Process expense reports and reconcile corporate credit card transactions. 

Communication & Relationship Management 

• Serve as a primary point of contact between executives, employees, clients, vendors, and business partners. 

• Build and maintain positive relationships across all levels of the organization. 

• Handle sensitive and confidential information with the highest degree of discretion and professionalism. 

• Draft communications, announcements, and presentations on behalf of executive leadership. 

Office Administration 

• Maintain executive files, records, and documentation. 

• Coordinate executive office operations and administrative processes. 

• Support organizational initiatives and administrative projects as needed. 

What you bring to the table: 

• Associate's degree required; Bachelor's degree preferred. 

• Relevant administrative certifications are a plus. 

• 2+ years of executive administrative support experience, preferably supporting C-suite executives. 

• Experience managing multiple priorities in a fast-paced environment. 

• Previous experience coordinating complex schedules, travel, and executive communications. 

• Exceptional organization and time management skills. 

• Advanced proficiency in Microsoft Office 365, including Outlook, Word, Excel, PowerPoint, and Teams. 

• Strong written and verbal communication skills. 

• Ability to exercise sound judgment and maintain strict confidentiality. 

• Strong project coordination and problem-solving abilities. 

• Ability to anticipate needs and work independently with minimal supervision. 

• Professional demeanor and executive presence. 

• High attention to detail and commitment to accuracy. 

What we bring to the table: 

• An awesome, collaborative culture 

• Compensation based upon background and experience 

• Full benefits package 

• Vacation 

• Cellphone Allowance 

We are an equal opportunity employer and drug- free workplace. Pre-employment drug screens and background checks will be conducted. Employees are subject to appropriate routine drug screens, based on job classification. 

Application Process 

Please submit your resume, references and your requested salary range when applying for this position below. 

 
More About Us 
NextGen Security is an electronic security systems integrator that offers commercial and industrial companies best in class industry knowledge, engineering design, implementation, management and on-going maintenance services. Our company accomplishes this by hiring only the most experienced and best-qualified talent the security industry has to offer. Management team and staff members have 10-25 years of commercial and industrial security industry expertise with single site, multi-facility, plant-wide, campus-wide, regional, national and international security projects.  If that wasn’t convincing enough, check out what our employees say about working at NextGen: https://www.youtube.com/watch?v=qLQVPTlAlJM  

Notice To Employment / Recruitment Agents  
Employment / Recruitment agents may only submit candidates for vacancies only if they have written authorization to do so from NextGen Security’s HR department. Any agency candidate submission may only be submitted to positions opened to the agency through openings available via NextGen Security’s website. NextGen Security will only pay a fee for candidates submitted or presented where there is a contract communication in place between the Employment / Recruitment agents and NextGen Security, and only if the candidate is submitted via approval from NextGen Security’s HR department. Candidates submitted or presented by Employment / Recruitment Agents without a full approval from NextGen Security’s HR department shall not be deemed to form part of any Engagement for which the Agency may claim remuneration.