HiringCafe
Posted 3w ago

Executive Assistant

@ Saratoga Eagle Sales & Service
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Saratoga Springs, New York, United States
$65k-$75k/yrOnsiteFull Time
Responsibilities:Providing executive support, Coordinating calendars, Arranging travel
Requirements Summary:Bachelor's degree or equivalent; 7+ years as EA supporting senior leadership; strong organizational, communication, and confidentiality; proficient in Microsoft Office and collaboration tools.
Technical Tools Mentioned:Microsoft Office, Outlook, Word, Excel, PowerPoint, collaboration tools
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Job Description

Saratoga Eagle Sales & Service is a family-owned beverage distributor headquartered in Saratoga Springs, New York, with a long-standing reputation for quality, integrity, and strong community relationships. With approximately 600 employees across New York State, our success has been built on hard work, loyalty, and a commitment to doing things the right way.

Our team includes professionals in sales, distribution, warehouse operations, fleet, and corporate functions who take pride in delivering exceptional service to our customers and brand partners. As we continue to grow, we remain deeply committed to maintaining the values and culture that have defined our company for generations.

Our passion is selling beverages, delivering fun, and quenching thirst for every occasion. 

Our purpose is to support our families, make friends, and serve our community. 

 

Here at Saratoga Eagle, we take a lot of pride in the benefits that we offer. These benefits include, but are not limited to:

 

  • 401(k) with company match

  • Paid time off

  • Employee discount

  • Medical, dental, & vision insurance

  • Health Savings Account

  • Flexible Spending Account

  • Paid life insurance

  • Paid Short Term and Long Term Disability insurance

  • Paid training

  • Profit sharing

  • Referral program

  • Onsite Gym

 

Job Description: 

The Executive Assistant (EA) to the CEO serves as a trusted strategic partner, providing high-level administrative, organizational, and operational support to the Chief Executive Officer of a family-owned wholesale beverage distribution company. This role requires exceptional judgment, discretion, and professionalism, along with the ability to manage complex schedules, sensitive information, and cross-functional communication across a growing, multi-location organization.

The ideal candidate will thrive in a fast-paced, hands-on environment, understand the dynamics of a family-owned business, and act as a key liaison between the CEO, executive leadership, ownership, and internal and external stakeholders.

Executive Support

  • Serve as the primary point of contact for the CEO, managing all aspects of their administrative and business support needs
  • Anticipate CEO priorities and proactively manage tasks, deadlines, and follow-ups
  • Prepare briefing materials, talking points, and summaries for executive meetings, Company meetings, and leadership reviews
  • Support special projects and strategic initiatives as assigned by the CEO

Calendar, Travel & Meeting Management

  • Manage and prioritize a complex executive calendar across multiple locations
  • Coordinate internal and external meetings, leadership sessions, and off-site events
  •    Arrange detailed travel logistics, including itineraries, accommodations, and transportation
  •    Prepare meeting agendas, presentations, and materials; capture and distribute action items as needed

Communication & Liaison

  • Act as a professional liaison between the CEO and executive leadership, ownership, employees, vendors, industry partners, and community stakeholders
  • Screen and prioritize incoming communications (email, phone, correspondence)
  • Draft, review, and edit executive-level communications on behalf of the CEO

Confidentiality & Discretion

  • Handle highly sensitive and confidential information with absolute integrity and discretion
  • Navigate family-business dynamics with professionalism, diplomacy, and sound judgment

Strategic & Business Operations Support

  • Act as a trusted extension of the CEO by tracking priorities, initiatives, commitments, and follow-ups to ensure execution and accountability
  • Maintain a high-level view of the CEO’s strategic objectives, deadlines, and key deliverables; proactively flag risks and gaps
  • Assist in preparing materials for ownership, Board, and senior leadership discussions, including summaries, decision support, and action tracking
  • Monitor select industry, regulatory, and competitive updates as directed and escalate matters requiring executive attention

Leadership Team Effectiveness & Culture Support

  • Support the effectiveness of the executive leadership team by coordinating leadership meetings, off-sites, and planning sessions
  • Reinforce company values, professionalism, and communication standards through executive correspondence and interactions
  • Serve as a trusted sounding board and steady presence during high-pressure, time-sensitive, or sensitive situations

Process, Workflow & Systems Optimization

  • Continuously assess and improve executive workflows, meeting cadence, and communication processes to maximize efficiency
  • Maintain organized and secure digital and physical systems for executive records, contracts, and critical documents.
  • Document processes and support continuous improvement initiatives related to executive and administrative operations

External, Industry & Community Engagement Support

  • Assist with coordination related to industry associations, civic involvement, and community leadership commitments
  • Support preparation for speaking engagements, public appearances, and external meetings
  • Manage correspondence and follow-up related to external advisors, partners, vendors, and community stakeholders