Executive Assistant

The Executive Assistant is a trusted partner to the President and a key coordination resource for Smart Tech Contracting's Executive Leadership Team and Business Development team. The role protects executive capacity, improves the flow of information, and helps convert leadership priorities into organized, timely action. This individual manages complex scheduling and travel, prepares leadership meetings and events, develops polished presentations and business materials, performs document quality reviews, and provides light marketing and communications coordination.

Success requires exceptional judgment, discretion, follow-through, and visual communication skills. The Executive Assistant must be comfortable working independently in a remote environment, supporting multiple senior stakeholders, and using AI and digital tools responsibly to improve efficiency without compromising confidentiality, accuracy, or professional standards.

Manage the President's calendar, meeting cadence, appointments, and competing priorities; resolve conflicts and ensure appropriate preparation time

Serve as a trusted point of coordination between the President, Executive Leadership Team, Board and ownership contacts, clients, partners, and internal teams

Anticipate needs, identify gaps, and follow through on commitments, decisions, and action items with appropriate discretion and urgency

Draft and organize executive correspondence, agendas, briefing materials, meeting notes, and follow-up communications

Handle sensitive business, personnel, financial, client, and strategic information with the highest level of confidentiality and judgment

Coordinate leadership meetings, client meetings, conferences, company events, and planning sessions, including logistics, schedules, invitations, materials, venues, and virtual meeting support

Plan efficient domestic travel and occasional complex itineraries, including air, hotel, ground transportation, reservations, schedule changes, and contingency planning

Prepare clear itineraries and briefing packages that consolidate objectives, contacts, locations, timing, and required materials

Support expense documentation and reconciliation in accordance with company policy

Create and refine executive-level presentations, dashboards, reports, organizational communications, and meeting materials with strong graphical clarity and consistent branding

Provide light marketing coordination for conferences, speaking engagements, client events, social posts, collateral, and other visibility initiatives in partnership with leadership and internal resources

Coordinate content, deadlines, approvals, vendors, and event-related deliverables; maintain organized libraries of current presentation and marketing materials

Translate complex or technical information into concise, audience-appropriate executive communications

Support the Business Development team with meeting coordination, client research, conference planning, presentation materials, pursuit tracking, and follow-up actions

Assist the Executive Leadership Team with recurring operating rhythms, leadership offsites, strategic initiatives, and cross-functional deliverables

Maintain selected trackers, contact lists, decision logs, action registers, and other coordination tools that improve visibility and accountability

Help ensure smooth handoffs and timely information flow among business development, operations, engineering, finance, human resources, and leadership

Review proposals, presentations, reports, correspondence, and leadership documents for grammar, consistency, formatting, branding, completeness, and graphical clarity

Confirm document version control, naming conventions, approvals, and final distribution requirements

Organize executive records and shared files so important information is current, searchable, secure, and easy to retrieve

Escalate unclear, inconsistent, incomplete, or sensitive material before release

Use approved AI and automation tools to accelerate research, meeting preparation, drafting, summarization, presentation development, and administrative workflows

Validate AI-assisted outputs for accuracy, confidentiality, tone, and business context before use or distribution

Identify repeatable work that can be standardized, automated, or simplified and help document improved workflows

Follow company requirements for data security, privacy, records management, and acceptable technology use

Performs Other Related Duties as Assigned

Trust and confidentiality

Executive presence and sound judgment

Proactive planning and anticipation

Organization and disciplined follow-through

Graphical clarity and attention to detail

Technology and AI fluency

Service mindset and adaptability

Clear communication and collaborative influence

The following physical demands must be met by the employee to successfully perform the essential functions of

this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential

functions.

Ability to remain in a stationary position for extended periods while working on a computer

Ability to move through offices, job sites, and warehouse environments as needed

Ability to occasionally lift or move items up to 25 pounds

STC does not accept unsolicited resumes from recruiters, employment agencies, or other staffing services. Unsolicited resumes include any resume or hiring document sent to STC in the absence of a signed Service Agreement where STC has expressly requested recruitment/staffing services specific to the position at hand. Any unsolicited resumes, including those submitted to hiring managers or other business leaders, will become the property of STC and STC will have the right to hire that candidate without reservation – no fee or other compensation will be owed or paid to the recruiter, employment agency, or other staffing service.

Smart Tech Contracting delivers turnkey BAS & EPMS solutions for mission-critical colocation and hyperscale data centers operating at national program scale. As a Master Systems Integrator (MSI), we unify controls construction (DDC, PLC, SCADA) with software engineering, optimized graphics / UI standards, and program-level governance.

Complex integrations are delivered cleanly, consistently, and fast. Our teams thrive in high-stakes environments where quality control and uptime matters, schedules are compressed, and coordination is everything.