EXECUTIVE ADMINISTRATIVE ASSISTANT
Brief Description
The Executive Administrative Assistant at Gold Sun Chemicals plays a central role in ensuring smooth daily operations and
organizational efficiency across all departments. This position supports senior management by executing a range of
administrative, scheduling, coordination, and communication tasks critical to maintaining business flow and leadership
productivity.
The ideal candidate is professional, highly organized, detail oriented, and capable of managing multiple priorities in a dynamic,
fast paced environment.
Tasks
Provide executive level administrative support to the CEO, management team, and department heads.
Manage calendars, coordinate meetings, prepare agendas, and record accurate meeting minutes in Microsoft TEAMS.
Draft, proofread, and manage correspondence, reports, and business documentation.
Prepare presentation materials, proposals, and confidential communications as requested.
Liaise with internal teams and external partners to ensure timely information flow and project updates.
Handle confidential information with discretion and maintain records in compliance with company standards.
Handle light HR and on boarding processes and maintain company directories, contact lists, and digital records.
Assist in warehouse coordination, logistics administration, and inventory analysis.
Role Overview
The Executive Administrative Assistant provides high level operational and organizational support to executive leadership and
ensures the seamless management of key administrative, scheduling, and cross functional tasks. This person acts as a
resourceful liaison between leadership and internal teams, helping drive efficiency and communication alignment across the
organization. It is critical this person be adaptable to rapidly changing priorities and maintain high levels of high efficiency.
Key Responsibilities
Manage and prioritize daily calendars, communications, and action items for management.
Support preparation of presentations, reports, and data summaries for internal use.
Track critical deadlines, deliverables, and project milestones on behalf of leadership.
Facilitate interdepartmental communications and maintain strong relationships company wide.
Assist in coordinating company events, conferences, and special projects.
Maintain organizational databases on Net Suite by logging all contact communications, calls, emails & other notes.
Update data records for customers, vendors, personnel and others as necessary in alignment with confidentiality standards.
Ensure timely submission of documentation, reports, and follow up actions.
Serve as a representative of the leadership team with professionalism and discretion.
Required Qualifications
Bachelor’s degree in business administration, communications, or a related field (or equivalent experience).
3+ years of administrative support experience, preferably in an executive or corporate environment.
Strong organizational and multitasking abilities with exceptional attention to detail.
Excellent written and verbal communication skills.
Proficiency with Microsoft Office Suite, scheduling tools, and document management software.
Ability to handle confidential information with discretion and professionalism.
Proven capacity to work independently and manage shifting priorities in a fast paced setting.
Success Attributes
Professional demeanor and polished communication style.
Strong sense of initiative and problem solving capability.
High reliability, integrity, and accountability.
Adaptable mindset and eagerness to support evolving business needs.
Ability to anticipate leadership needs and act proactively.
Compensation
Competitive annual salary commensurate with exceptional experience level, plus performance based incentives.
Working Conditions
This is a full time position based in a remote or hybrid administrative office environment. Standard business hours are Monday–
Friday, with occasional flexibility required to support executive activities, travel schedules, and company events.
Company Description
Gold Sun is a subsidiary of the larger international parent company and was formed in Austin, Texas in 2023. The entirety of our network includes remote teams that operate at high levels but are rewarded for creative contributions and efficiency to complete objects as instructed.
