Next Phase Enterprises
The Senior Executive Assistant (SEA) provides high‑level administrative support to the company's president, ensuring seamless day‑to‑day operations and strategic coordination. This role also includes supervisory responsibilities over the Office Coordinator, ensuring the smooth functioning of office operations. The SEA acts as a trusted gatekeeper, liaison, and project manager, balancing executive support with office oversight and personal assistant duties.
Executive Business Support
Develops a deep understanding of current sales programs and business activities where the President is involved, to pre‑emptively draft responses to incoming emails.
Develops basic knowledge of vendor and customer contacts, to understand priority emails, responses, and telephone calls.
Develop an understanding of financials relating to business development, and review and track the data provided for accuracy.
Provides leadership to build relationships crucial to the organization's success and manages a variety of special projects for the President, some of which may have organizational impact.
Successfully completes critical aspects of deliverables with a hands‑on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the President's ability to effectively lead the company.
Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows‑through on projects to successful completion, often with deadline pressures.
Researches, prioritizes, and follows up on incoming issues and concerns addressed to the President, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
Provides a bridge for smooth communication between the President and internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff.
Works closely and effectively with the President to keep him well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a pulse for the issues taking place in the environment and keeping the President updated.
Executive Administrative Support
Assists the President with daily administrative duties and completes a broad variety of administrative tasks that include managing an active & complex calendar of appointments, composing detailed correspondence, and compiling documents for in‑office and travel‑related meetings.
Books flights, hotels, and rental cars based on the needs specified by the President.
Plans, coordinates, and ensures the President's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win‑win situations for direct access to the President's time.
Handles confidential information with discretion and professionalism, both for professional and personal topics of the President.
Submits monthly expense reports for self and the President.
Coordinates in‑office meetings and events alongside HR/IT.
Attends meetings, takes detailed notes (minutes) for meeting recaps, drafts as emails for President to send; follows up on action items until completion.
Including recurring, internal meetings.
Hosts in‑office meetings for the President according to company policy/protocols.
Manages inboxes of self and the President, alerting the President of anything urgent and assists with drafting replies.
Supports cross‑departmental projects (with Project Managers, Logistics Managers, Marketing, HR, IT, Accounting, etc) with effective communication, preparation and editing of business correspondence, reports, presentations, and other documents.
Coordinates samples (receiving and sending) for the President’s accounts alongside the Project Management and Sample Coordination teams.
Creates FedEx mail labels (or similar) for packages the President sends, coordinates sending and receiving.
Personal Assistant Duties
Assist with personal scheduling, errands, and travel logistics occasionally.
Coordinate personal appointments as needed.
Manage household or personal service providers when applicable.
Ensure the President’s preferences and priorities are reflected in all arrangements.
Maintains confidentiality and privacy of these duties in the office/professional environments.
Supervises and mentors the Office Coordinator, providing guidance and performance feedback.
Oversees general office operations including supplies, vendor management, and facilities coordination.
Ensures a professional and welcoming office environment and upholds the policies and protocols in the Employee Handbook.
Collaborates with HR, IT, and other departments to support office needs.
Project & Event Coordination
Leads or supports special projects and company events.
Delegates tasks to support team for proper execution of events.
Tracks deadlines, budgets, and deliverables for executive initiatives.
Coordinates logistics for board meetings, leadership offsites, and company‑wide communications.
Experience & Education
Bachelor’s degree or equivalent experience.
Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
One to ten years providing support for upper‑level management.
Prior experience supervising staff.
Skills & Abilities
Excellent writing, editing, grammatical, organizational, and research skills.
Proficiency in Microsoft Office Suite/Windows, including MS Word, Outlook, EXCEL, PowerPoint, and other calendar management tools.
Strong retention and recall.
Ability to run costing models and understand margins, percentages.
Ability to conduct research and present data in a succinct and well‑written manner.
Ability to work independently and with professional discretion.
Impeccable attention to detail and accuracy.
Excellent management, time‑management, and problem‑solving skills.
Demonstrated proactive approaches to problem‑solving with strong decision‑making capability.
Highly resourceful team‑player, with the ability to also be extremely effective independently.
Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
Demonstrated ability to achieve high performance goals and meet deadlines in a fast‑paced environment.
Forward‑looking thinker, who actively seeks opportunities and proposes solutions.
Ability to anticipate needs and proactively solve problems.
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Executive Business Support
Develops a deep understanding of current sales programs and business activities where the President is involved, to pre‑emptively draft responses to incoming emails.
Develops basic knowledge of vendor and customer contacts, to understand priority emails, responses, and telephone calls.
Develop an understanding of financials relating to business development, and review and track the data provided for accuracy.
Provides leadership to build relationships crucial to the organization's success and manages a variety of special projects for the President, some of which may have organizational impact.
Successfully completes critical aspects of deliverables with a hands‑on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the President's ability to effectively lead the company.
Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows‑through on projects to successful completion, often with deadline pressures.
Researches, prioritizes, and follows up on incoming issues and concerns addressed to the President, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
Provides a bridge for smooth communication between the President and internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff.
Works closely and effectively with the President to keep him well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a pulse for the issues taking place in the environment and keeping the President updated.
Executive Administrative Support
Assists the President with daily administrative duties and completes a broad variety of administrative tasks that include managing an active & complex calendar of appointments, composing detailed correspondence, and compiling documents for in‑office and travel‑related meetings.
Books flights, hotels, and rental cars based on the needs specified by the President.
Plans, coordinates, and ensures the President's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win‑win situations for direct access to the President's time.
Handles confidential information with discretion and professionalism, both for professional and personal topics of the President.
Submits monthly expense reports for self and the President.
Coordinates in‑office meetings and events alongside HR/IT.
Attends meetings, takes detailed notes (minutes) for meeting recaps, drafts as emails for President to send; follows up on action items until completion.
Including recurring, internal meetings.
Hosts in‑office meetings for the President according to company policy/protocols.
Manages inboxes of self and the President, alerting the President of anything urgent and assists with drafting replies.
Supports cross‑departmental projects (with Project Managers, Logistics Managers, Marketing, HR, IT, Accounting, etc) with effective communication, preparation and editing of business correspondence, reports, presentations, and other documents.
Coordinates samples (receiving and sending) for the President’s accounts alongside the Project Management and Sample Coordination teams.
Creates FedEx mail labels (or similar) for packages the President sends, coordinates sending and receiving.
Personal Assistant Duties
Assist with personal scheduling, errands, and travel logistics occasionally.
Coordinate personal appointments as needed.
Manage household or personal service providers when applicable.
Ensure the President’s preferences and priorities are reflected in all arrangements.
Maintains confidentiality and privacy of these duties in the office/professional environments.
Supervises and mentors the Office Coordinator, providing guidance and performance feedback.
Oversees general office operations including supplies, vendor management, and facilities coordination.
Ensures a professional and welcoming office environment and upholds the policies and protocols in the Employee Handbook.
Collaborates with HR, IT, and other departments to support office needs.
Project & Event Coordination
Leads or supports special projects and company events.
Delegates tasks to support team for proper execution of events.
Tracks deadlines, budgets, and deliverables for executive initiatives.
Coordinates logistics for board meetings, leadership offsites, and company‑wide communications.
Experience & Education
Bachelor’s degree or equivalent experience.
Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
One to ten years providing support for upper‑level management.
Prior experience supervising staff.
Skills & Abilities
Excellent writing, editing, grammatical, organizational, and research skills.
Proficiency in Microsoft Office Suite/Windows, including MS Word, Outlook, EXCEL, PowerPoint, and other calendar management tools.
Strong retention and recall.
Ability to run costing models and understand margins, percentages.
Ability to conduct research and present data in a succinct and well‑written manner.
Ability to work independently and with professional discretion.
Impeccable attention to detail and accuracy.
Excellent management, time‑management, and problem‑solving skills.
Demonstrated proactive approaches to problem‑solving with strong decision‑making capability.
Highly resourceful team‑player, with the ability to also be extremely effective independently.
Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
Demonstrated ability to achieve high performance goals and meet deadlines in a fast‑paced environment.
Forward‑looking thinker, who actively seeks opportunities and proposes solutions.
Ability to anticipate needs and proactively solve problems.
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